Credit Note

TABLE OF CONTENTS

• What Is a Credit Note?

• How to Use Credit Notes

  • Creating a Credit Note from an Invoice

  • Creating a Standalone Credit Note

  • Paying with Supplier’s Credits

• How to Track Credit Notes

  • Viewing Related Documents

  • Creating Credit Note Reports

  • Downloading Invoices with the Credit Note Information

• FAQs

What Is a Credit Note?

A credit note (CN) is a document a supplier issues to return funds to a customer. 

Here are the typical reasons to create a credit note:

• The customer returned goods or rejected services.
• The goods were damaged.
• There was a mistake in the invoice.
• The customer overpaid the invoice.

Creating credit notes in Precoro helps you keep your budgets up to date and make payments with supplier’s credits.

How to Use Credit Notes

Creating a Credit Note from an Invoice

1. Open the Invoice to which you want to add a CN.

2. Press the Add Credit Note button in the action panel.

3. Select the items you wish to add to the CN.

4. Fill out the necessary details for the CN and click Create.

5. Review the document, edit items if necessary, and click Confirm.

When confirming credit note creation, you will see a notification explaining how the document will affect your budgets and supplier’s credits.

The amount credited is added to the budget associated with the invoice. The notification will show the amount and the budget name.

The funds can proceed to the supplier’s credit balance or the invoice:

• If the initial invoice has not been fully paid, the credited amount is added to the invoice payments.
• If the credited amount exceeds the due payment, the invoice is paid with credits and the difference is added to the supplier’s credit balance.
• If the initial invoice has been fully paid, the credits are added to the supplier’s credit balance.

Creating a Standalone Credit Note

To track your spend more accurately and record all discounts and negotiated price adjustments, you can also create credit notes without a related invoice. 

To enable this functionality, navigate to Configuration → Basic Settings → Document Setup → Invoices and check the Allow Creating Credit Notes Without Invoices checkbox. If you want to assign budgets to standalone CNs, enable the Budgets for Credit Notes checkbox in Configuration → Basic Settings → Document Setup → Budgets. Click Save to confirm the changes.

Once you’ve activated the feature, you can create a standalone credit note as follows:

1. Navigate to the Invoices module.
2. Press the Add Credit Note button in the top right.
3. Fill in the details, including Supplier, Contract, and Budget (if enabled for CNs in your company).
4. Add items from the catalog or fill in item details manually. Please note that you can’t add negative-value items to a standalone credit note. Once ready, confirm the CN.
5. The credit note will proceed to the Invoice Approval Workflow (if set up in your company) to reach the Paid status. 
   Please note: standalone credit notes undergo the same approval workflow as invoices. You can set it up or adjust the current process in Configuration → Approval Workflow → Invoice Approval Workflow.
6. Once the credit note obtains the Paid status, its total is added to the supplier's credits and removed from the Spent/Used amount in the assigned contract/budget.

You can also create CNs without invoices using OCR. Find the relevant attachment in the AP Inbox, click Create (“+” icon), and select Add Credit Note.

Paying with Supplier’s Credits

If you have a credit balance for a specific supplier, you can make payments with it from the purchase order (Prepayment section) and invoice document pages.

1. Open the PO or invoice you want to pay.

2. Scroll to the payment section at the bottom of the page.

3. In the Payment Type field, select the Credit Note type of payment. You will see information on the current supplier’s credit balance. 

4. Enter the amount you want to pay in the To Pay field.

5. Press Add Payment.

6. You can review the payments in the Previous payments section. The payments from the PO document page will be added to a related invoice.

There are two ways you can check available supplier credits:

1. Open a purchase order for this supplier and scroll down to the Prepayment section. If there are credit funds, you will see the Payment Type field with the Credit Note option available. Select this option to view the credit balance.
2. Open an invoice from this supplier and scroll down to the Payment section. If there are credit funds, you will see a notification stating the amount and suggesting to change the Payment Type. When you select Credit Note in the Payment Type field, you can still view the credit balance.

How to Track Credit Notes

Viewing Related Documents 

When viewing a specific credit note, invoice, or purchase order, you can see the numbers (as hyperlinks) and statuses of related documents.

From the credit note document page, you can see the related invoice.

The invoice document page contains the link to the credit note as well as the related purchase order.

The purchase order document page shows links to all related invoices and credit notes.

When there is a related credit note, item lines in the purchase order, receipt, and invoice have a Quantity in Credit note column. 

Creating Credit Note Reports 

Information on credit notes is available in both custom and preset Precoro reports.

You can use the following preset Precoro reports:

• Credit Note Export by Item

• Purchase Order Export by Item

• Invoice Export by Item

When creating a custom report, choose purchase order, invoice, or receipt in the Document type field. Reports based on these documents can display all the necessary credit note information.

Downloading Invoices with the Credit Note Information

When downloading an invoice in PDF or XLSX formats, you will see the following parameters: Credits, Paid, and To Pay.

Precoro only adds the Credits parameter if the document has a related credit note.

FAQs