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Credit Note Tutorial Videos

Add a Credit Note

Manage Credit Notes

Adding Free Credit

Automatic Disassembly 

Credit Note Tutorial Videos

Add Sales Order Credit

Free Credit 

The Add Credit page allows you to create new Credit Notes and manage returns made by your customers, after a Sales Order has been invoiced. There are two types of Credit Notes that can be created in Unleashed:

• Credit Note: Populated from and linked to a completed Sales Invoice.
• Free Credit: A standalone credit that does not link to a Sales Order or Invoice. 

Add a Credit Note

Credit Notes created in relation to a specific completed Sales Invoice can be created in a couple different ways:

• From the Add Credits page
• From a Sales Order
• From a Sales Invoice
• From the View Invoices page

Additional products or quantities that are not included on the Sales Order's Invoice cannot be added to a Credit Note created for it and credit quantities can only be returned to stock if they've been dispatched on the Sales Order. Similarly, the Credit Price cannot exceed the invoiced price for the product. 

Create a Credit Note from Add Credits

Credit Notes created from the Add Credits page will initially populate all products included on the selected invoice, in the subsequent Credit Note. 

1. From the main menu, go to Sales, Credits and select Add Credit. 
   
   
2. In the Add Credit page, enter the completed Sales Invoice's reference in the *Sales Invoice Number field and select the transaction from the drop down. 
   
   
   
3. A Parked Credit Note will be created, populating the invoice's Customer details and invoiced products.  

Create a Credit Note from a Sales Order

Creating a Credit Note from a Sales Order will initially populate all products included on the invoice in the subsequent Credit Note. 

1. In a Sales Order, go to the Invoices tab.
   
   
2. Hover over the Action Cog for the completed Invoice and select Credit.
   
3. A Parked Credit Note will be created, populating the invoice's Customer details and invoiced products.  

Create a Credit Note from a Sales Invoice

Creating a Credit Note from within a Sales Invoice will only populate the products ticked in the Invoice Lines checkboxes. 

1. Go to the Sales Invoice. 
   
   
2. In the Invoice Lines tab, use the checkboxes to select which invoiced products need to be credited. 
   
   
3. Hover over the Action Cog and select Credit. 
   
   
   
4. A Parked Credit Note will be created, populating only the selected products and the Customer details.  

Create a Credit Note from View Invoices

Creating a Credit Note from the View Invoices page will initially populate all products included on the invoice in the subsequent Credit Note. 

1. From the main menu, go to Sales, Orders and select View Invoices.
   
   
2. Hover over the Action Cog along the completed Invoice's row and select Credit Invoice. 
   
   
   
3. A Parked Credit Note will be created, populating the invoice's Customer details and invoiced products. 

If a Credit Note already exists (in Parked or Completed status) for a Sales Invoice, a pop-up window will appear when a new Credit Note is about to be created. The pop-up window will display the following details:

• Credit Note No.: Displays the existing Credit Note's transaction number as a hyperlink to the transaction in Unleashed.
• Credit Date: The date the Credit Note was processed.
• Customer: Displays the customer's name as a hyperlink to the customer's record. 
• Status: Displays the current status of the existing Credit Note. 

This window helps to identify whether a Credit Note has already been processed for the Sales Invoice or if an additional Credit Note is required. Select the Create New button to create another Credit Note for the Sales Invoice and a Parked Credit Note will be created for the remaining products available to be credited. 

Manage Credit Notes

Once a Credit Note has been created, whilst it's in Parked status, edit the Credit Lines to align with the customer's return. 

1. The relevant details will be automatically filled in from the sales order and will be read-only. You can edit the following fields:

   • Exchange Rate: This will be automatically populated based on the current rate provided in your system settings (see Currency Rates). To update a Credit Note's exchange rate, edit the "*base currency* to *customer currency* Rate" field.

   • Credit Date: Date when it is posted to your integrated Accounting Provider.

   • Warehouse: This is the warehouse that you are crediting to and where the stock will be returned if applicable. 

   • Template: Select a Document Designer template for printing the credit note.
     
     

2. The products added to the sales order are displayed. Update the required values for the credit lines: 
   • Use the bin icon to delete any lines which are not being credited. or returned.
   • You must either credit the price or stock.
   • You must tick the Return checkbox ONLY if you want the Credit Quantity to be returned back into stock.
   • DO NOT tick the Return checkbox if you are only crediting the sale value for the product.
   • Select the return reason from the Reason drop-down list. For more details, see Credit Reasons.
     
     
     
3. Add or edit the comments for your reference.
   
   
4. The charge lines display any additional charges added on the sales invoice. These fields are read-only but you can delete the charge lines if you do not want to include them on the credit note.
   
   
5. Click Park if you want to make changes later or click Complete if all edits have been actioned. 

Bulk actions in a Credit Note

• Select All
• Select None
• Delete Selected Lines
• Check Return All Lines
• Uncheck Return All Lines

Delete a Credit Note

It is not possible to delete a Credit Note when it's in Complete status. But whilst a Credit Note is Parked it can be deleted by following the below steps:

1. Open the Credit Note.
   
   
2. Scroll to the bottom of the Credit Note's page and select Delete (red) in the bottom right corner.
   

Once a Credit Note has been deleted it cannot be edited or updated.

Add a Free Credit

If you want to add a customer credit without an associated Sales Invoice, you can use the Free Credit option.

1. From the main menu, go to Sales, Credits and select Add Credit.
   
   
2. In the top right corner of the Add Credit page, click on the Free Entry button.
   
   
   
3. Specify or select the Customer Code. Some of the fields will be automatically filled-in once a customer has been selected.
   
   
   
4. You can edit the following fields:
   • Credit Date: Date when it is posted to your integrated Accounting Provider. 
   • Warehouse: This is the warehouse that you are crediting to and where the stock will be returned if applicable.
   • Reference: If you need to enter a reference number for the credit you can enter it here.
   • Template: You can select a Document Designer template for printing the credit note.
     
     
5. Enter the Credit Line details fr each product due to be credit from the customer:
   • Specify or select the Product.
   • Quantity and Price: Specify the Quantity and edit the Price if required.
   • Reason: Select a reason from the drop-down list.
   • Return: Tick the checkbox if you want to return the Credit Quantity to your inventory.
   • Comments: Add any related reference details.
     
     
6. Click Add.
   
   
7. Click Park if you want to make changes later or click Complete if all edits have been actioned. 

Auto Disassembly 

If you have a product that is flagged as auto-assembled and it has an associated Bill of Materials, then you will have the option to disassemble this product when returning it back to stock with a Credit Note.

How Disassembly Works for Credit Notes 

When you credit a Sales Order that has auto-assembled products with a Bill Of Materials then:

1. Unleashed gives you the option to automatically disassemble the returned product.
   
   
2. If the Disassemble checkbox is selected, then on completing the credit, a disassembly is created for that product based on the Bill Of Materials.