Enter Supplier Credit Notes
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This program allows you to enter credit notes received from your suppliers and posting them onto the Purchase Ledger.  It enables you to match the credit note to your supplier return/credit request reference if you are using the Supplier Returns programs, to ensure you have received the correct amount on the credit note.  Matching the credit note to your return reference removes the supplier return/credit request from the Outstanding Supplier Credit Notes Report.

1.      Select Gx Purchase in the toolbar.
2.      Choose Transaction Entry from the drop-down menu.
3.      Confirm the default posting date. 
4.      Enter the Batch Control Total. 
5.      Account Code - enter the supplier that the first credit note in your batch is from.
6.      Select Cr.Note from the drop-down menu in the Type column.  For Services received from the supplier select the Cr.Note Svc.
7.      Confirm the Posting Date for this credit note.
8.      Transaction Date - enter the date on the credit note.
9.      Order No - If you are using the Supplier Returns programs, and this credit note relates to a return/credit request you have raised on the system, type your supplier return/credit request reference here.  If not using Supplier returns, you could use the invoice number the credit note is for.
10.   Invoice No - enter the credit note number.
11.   Goods - enter the nett goods total before VAT.
12.   V.A.T. - the system automatically calculates the VAT on this goods total but you can click the ellipses icon graphic to amend the goods and VAT amounts for each vat rate.  Click here to view the VAT breakdown popup window. 
13.   Check that the Gross total is equal to your credit note total. 
14.   Nominal Analysis - the default nominal code for this supplier is taken from the Options tab in Supplier Details.  You should set this to the Cost of Sales or Overheads nominal code used to represent the goods you normally buy from this supplier.  Click the ellipses icon graphic to amend the nominal analysis of the goods on this credit note if you are not matching it to a supplier return/credit request.  If you match it, the nominal analysis will automatically be updated based on the nominal codes attached to the products on the supplier return/credit request.  Click here to view the Nominal Analysis popup window. 
15.   Qry - tick the check-box in this column to query this credit note.   
16.   If you do not need to match the credit note to a supplier return/credit request, jump to step 21.  To reconcile this credit note to your confirmed supplier return or credit request, click the ellipsis icon graphic in the Match column.
17.   The products on the return/credit request will be displayed in the bottom half of the screen. Tick the check box for each line that appears on the credit note. You can click the Add All button to save time.
18.   Amend the Credit Qty and Credit Price if necessary to match the credit note. 
19.   If the credit note covers more than one return/credit request, type the next reference number in the Return No field at the top. In the bottom window, select the lines which appear on this credit note.  They will also appear in the top part of the screen allowing you to view all the matched lines to this credit note. Repeat for each return/credit request covered by this credit note.
20.   The Gross Amount on the top right of the screen should equal the calculated Gross Amount shown at the bottom of the screen. If they do not match, double check the quantities and prices you have matched and a mend any incorrect figures. Save this credit note.
21.    Enter the next credit note in your batch in the same way.
22.   When you have entered all the credits , click the Save button. You will be warned if the cumulative total does not match your control total.  You should double check the figures entered to make sure you have not made a mistake when entering the credit notes before continuing.  When you proceed with the update, the credit notes are posted to the purchase ledger.  You can use Supplier Transaction Enquiry to view them on a supplier account. 
23.   You can now match the credit note to invoices on the supplier's account. 

Click here to view the Purchase Credit Note Entry screen.