Raise a Credit Note
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This allows you to enter a credit note onto the customers account choosing the codes, quantities and prices to credit, and whether you want to update stock with credited items.  The cancel a transaction option in Gx Sales\Customer Details allows you to automatically produce a credit note for an entire invoice if the details are exactly the same as on the sales order. Stock is automatically updated for the credited items. 

1.      Select Gx CRM from the toolbar. 
2.      Select Contact Details from the menu.
3.      Select the required customer.     
4.      Click Place Order in toolbar and then select New Credit Note.
5.      Order Number - the system automatically allocates the next credit note number.
6.      Account Code - this is filled in with the account you had open in Contact Details. 
7.      Click the Invoice To tab to ensure the correct invoice address exists for this customer.  Use the graphic icon to create a specified invoice address for this account.  Enter the address details and Save.  
8.      You should now complete the header details for this credit note. 
9.       You can then work through the other option tabs available when raising a credit note.  These are:

·       Product Lines to enter the product codes to be credited
·       Non Stock to enter free type lines on the credit note 
·       Text Lines to add descriptive text to product lines
·       Information to add credit note messages
·       Other Charges to enter additional charges that are to be refunded
·       Memo to record memos about this sales order
·       Save the Credit Note

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Enter the Header Details
1.      Ensure the Header Details tab is selected in the bottom half of the screen. 
2.      Date & Time Order Placed - confirm the date and time the credit note has been raised.
3.      Customer Reference - enter  a reference for the credit note.  This may be the original purchase order reference provided by the customer, or perhaps the invoice number this credit note is raised against. 
4.      Delivery Date - this is not relevant so is 'greyed out'.
5.      Rep Code - this will automatically show the rep set up in Customer Details but you can use the drop-down menu to select another rep if this credit note is to go against a different rep's figures. 
6.      Cost Centre - use the drop-down menu to select the required cost centre for this credit note.  Cost centres are set up on the Options tab in Customer Details.
7.      Deliver to Customer By - this is not relevant so is 'greyed out'.
8.      Exchange Rate - if this is a foreign currency account, you will be allowed to amend the exchange rate to be applied.  Default exchange rates can be amended in the Exchange Rates program on the Administration Menu. 
9.      Acknowledge By - select if you wish to send the customer an acknowledgement of the credit note.
10.   Update Stock - tick this box if you want the goods on the credit note to be booked back into your warehouse, i.e. if they have been returned and you are able to sell them again. 
11.   Contact Name - use the drop-down menu to select the required contact person for this credit note.  You can use the graphic icon to create a new contact. 
12.   Having completed the Header Details, you can now enter the product lines to be credited, or for free type lines use the Non Stock tab. 

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Enter Product Lines
This screen allows you to enter the stock code lines to be credited.
1.      Click the Product Lines tab.
2.      Product Code - enter the product code to be credited. 
3.      Catalogue Selection - the catalogue selection window pops up.  Double click a catalogue to choose that price for the credit note.
4.      Description - this fills in automatically.
5.      Packs - enter the number of whole packs to be credited.
6.      Singles - enter the number of singles to be credited.
7.      Price - the price will fill in automatically.   You can over overtype the price.  
8.      Discount - the discount will automatically be applied.  You can over type the discount value.   
9.      Warehouse - use the drop-down menu to select the warehouse this order is to be booked back into if you choose to update stock as a result of this credit note.   
10.   Cost price - this is filled in automatically but can be overtyped.  Cost prices are required on credit notes to keep profit margins correct. 
11.   Adj - tick this column to indicate that the credit note should update sales analysis files with the sales price only, not the quantity sold.  It should be used for overcharges that do not relate to goods being returned so that the product sales value is adjusted without affecting the quantity sold. Leave this option un-ticked if you want sales analysis figures to reflect an adjustment to the quantity sold as well as the sales value of the item being credited.  I.e. if the goods credited have been returned so product sales analysis files should show less quantity as well as lower sales value against this product. 
12.   Work through any of the other option tabs required.    

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Enter Non Stock Lines 
This section of the credit note allows you to enter free type description lines and can be used for general over charges where you do not want to list the product codes.  However, this will not adjust the product sales analysis figures. 
1.      Click the Non Stock tab.
2.      Description - enter a free type description for the credit.
3.      Quantity - enter the quantity.
4.      Price - enter the price per item.
5.      Discount - enter the discount given per item.
6.      Cost Price - enter the cost price per item.  Cost prices are required on credit notes to keep profit margins correct.
7.      VAT - select the require V.A.T. code from the drop-down menu.
8.      Nominal Code - select the sales nominal code from the drop-down menu.  This should be the same as the sales code that the original invoice was posted to. 
9.      You can work through the other option tabs required.

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Attach Descriptive Text Lines 
This option allows you to add descriptive text to product codes on the Product Lines tab.   
1.      Click the Text Lines tab.
2.      Select the product line you wish to enter text against.
3.      Associated Text - enter the free type text.
4.      You can work through the other option tabs required.

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Add Credit Note Messages
1.      Click the Information tab.
2.      Move the cursor to the Invoice Information box and type in your credit note message. 
3.      Alternatively you can set up commonly used messages using the SOP Information Messages program.    To attach a pre-set credit note message, use the drop-down menu at the Invoice Information side of the screen and select the required message.  You can free type additional text into the template message.  This will not update the saved information message. 
4.      You can work through the other option tabs required.

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Add Other Charges 
This allows you to credit other charges such as carriage. 
1.      Click the Other Charges tab.
2.      Charge Code - select the required charge code from the drop down menu.  These are set up in Gx SOP\Additional Charges.
3.      Sales Value - this is set up in the Additional Charge Code but you can overtype it with the value to be credited on this credit note.
4.      Cost Value - this is set up in the Additional Charge Code but you can overtype it.  Cost prices are required on credit notes to keep profit margins correct.
5.      You can work through the other option tabs required.

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Record Memos About the Credit Note
You can add memos about this credit note.   
1.      Click the Memo tab on the top right of the screen.
2.      Key in your memo about this credit note.
3.      You can work through the other option tabs required.

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Save the Credit Notes
1.      Click the Save button.
2.      This takes you back to Contact Details. 

You can now print the credit note.