The Credit Entry (Add Credits) screen enables you to enter in Credits for your Customers.
Note: You need to have created the Customer first before you can enter a Credit for them. You can do that from the Customer Entry Screen. You can enter a Credit even if they have not had any invoices issued for them
To enter a Credit you need to follow these steps (or look below for information on this screen):
When entering a credit you have two options (Credit and Free Entry):
Credit: This is the default option and you will just need to enter the invoice number or customer name in the Sales Order Number field. You can use the magnifying glass to open a search if you cannot find it in the list
Free Entry: If you do not have an invoice number then you can click Free Entry in the banner and it will change to the screenshot on the right above. To select a Customer simply choose them from the Customer Code drop-down or start typing their name in the Customer Name box. If you still cannot find them you can click the magnifying glass to open up a search window and find them that way.
The header fields are unique to each Credit so you will need to go through and enter the relevant information if needed. Details of what each field is for is as follows:
Sales Order Number: If you are entering this for a particular invoice this is where you enter the number here (does not apply to free credits)
Customer Code & Customer Name: This is the Code and Name of the customer you are entering the order for
Email: This is the email address of the customer selected above
Customer Currency: This is the currency of the customer you have selected above
Reference Number: If you need to enter a reference number for the credit you can enter it here
Credit Status: The credit can have a status of Parked or Completed
Credit Number: This will show the credit number of the current credit
Sales Order Date: This is the date that the order was placed on and if you have set it up under the Company Settings it will be the invoice date
Required Delivery Date: This is the date that the invoice should have been completed by
Credit Date: This is the date of the credit when it is posted to Xero
Warehouse: This is the warehouse that you are crediting to and where the stock will be returned where applicable
Note: The fields may vary slightly between a free credit and a normal credit.
To select a product start typing it's code or description in the Product field; Unleashed should display the closest match(s). If you still cannot find it then you can click the magnifying glass to open up a search window and find it that way. This includes fields like the barcode and supplier part code.
Once you have selected the product you will need to enter in your desired quantity to credit. You will then need to enter the price you are crediting them at.
You can then enter a reason for the credit which is setup under settings (you can report on these later on). The return tick-box can be checked if you want this stock to return for sale.
Finally, if you would like to add a comment relating to this line of the Credit you can key it into the Comments field before clicking Add to add this line. To delete a line simply click the Delete button at the end of the line. There is also a comments box at the bottom left of the screen that does not relate to any line in particular. Both of these will print on the Credit.
Note: You can only add products to Free Entry Credits. Products that were on the original invoice will be shown for a normal credit
At any time you are on this page you will have access to the banner across the top containing the Invoice number you are working on and three options:
Complete : Clicking this will mark the Credit as completed . If you have ticked the return box on the credit the products will also be returned into stock. It will also be sent to Xero at this point
Park: Clicking this will mark the Credit as Parked which essentially means saving it. The credit will remain parked until you are ready to do something with it, e.g. Complete, Delete etc.
When you have finished entering a Credit or after editing an one you will need to choose what to do next. If you scroll to the bottom of the screen you will have the ability to do the following:
Print: Clicking this will print this Credit to a PDF file. If it is a parked Credit then it may be marked as a draft credit.
Email: Clicking this will bring a up a window in the browser giving you the ability to email the Credit. The email address will defaulted to that of your Customers although you can change it if you wish. You will also be copied in by default
Note: The address that the Credit is sent from is set up under Company Settings
Delete: Clicking this will delete the current Credit; you will be prompted before it is deleted.
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