Credit Note
The credit notes program is a tool to manage the return of stock for credit. Credit notes can be raised during the invoice process where stock is short-sent or being returned, or they can be added manually. All credits raised will subtract the credited quantity of Stock off the SOH.
Create a Manual Credit Note
1. Open and Login to the POS Works System Menu.
2. Navigate to the Credit Note program.
3. Select New.
4. Enter Supplier, Enter agent if required.
5. If Available: Enter Supplier RA/SRA Credit Note number. This field can be changed at any point during raising the credit note, or sending it
6. Select Save.
7. In Grid, enter Item ID or Order Code to add the Item.
8. In grid, select Credit Reason.
9. Enter amount of credit, and Carton Cost Value to Credit. All amounts should be positive.
10. Select Save.
11. Select Send.
12. A Prompt message will appear. 'Are you sure you want to send Credit Note (#)? Yes/ No'
13. Select Yes to send.
Search and Manager Credit Notes
Suppliers will send you notifications regarding the status of Credits you have raised with them from time to time. PRMS Credit Note program allows you to keep track of what is pending, approved and cancelled.
1. Open and Login to the POS Works System Menu.
2. Navigate to the Credit Note program.
3. Select Search This will open a search window
4. Enter available information in search criteria.
5. Select Find. Results will populate in the grid below.
A column for SOH is included in the Credit Notes main grid. When a credit note is created from invoicing the SOH column will not be populated until the credit note is viewed for the first time (this is to make sure the SOH is as up to date as possible). If a few hours / days have passed since the Credit note was created there is a 'refresh button' within the SOH column so that users can refresh to the current SOH.
6. Select required Credit Note. Program will return to previous window, automatically populating Credit Note details of required Credit Note.
Search Criteria Fields
Field Name
Description
Credit Note#
This is an internal number attached to the Credit note. This is an ID number created by POS Works upon creation of the Credit Note
Location
Location the Credit Note was created
Supplier
Invoicing party the Credit Note was raised to
Agent
Name of the third party contact the Credit was submitted to
Status
Current state of the Credit Note: Open, Approved, Cancelled & Pending
Date Sent
Date Credit Note was Sent and SOH adjusted
Date Approved
Date the Credit Note status changed to Approved
Item ID
Option to search for and located a Credit Note using the Item ID or the Ellipses search
Source Invoice
The original PRMS invoice the Credit Note was raised from
Credit Reason
Reason why Credit Note is valid
When using the search options less is more. Restrict the search criteria to only what is known. PRMS can search with only one field of criteria. The most common search would be for any Credit Notes where the status is Pending.
To Approve Credit Note
Within the Credit Note Program
1. Search and Select the Pending Credit Note.
2. Select Approve.
3. A Prompt message will appear "Are you sure you want to approve Credit Note [#]? Yes/No"
4. Select Yes. Status of Credit Note will change to Approved.
To Reverse an Approved Credit Note, click the Reverse Approve button which will allow the user to move an approved credit note back into a Pending Status.
To Cancel Credit Note
Within the Credit Note Program
1. Search and Select the Pending Credit Note.
2. Select Cancel Credit Note.
3. Enter User ID and Password.
4. Select Continue.
5. A Prompt Message will appear "The SOH has been adjusted for this cancelled Credit Note. OK"
6. Select OK. Note that the status of Credit Note should be Cancelled. "Date Cancelled" should be displayed and "Cancelled By"
7. A Prompt message will appear "Are you sure that you want to delete the current record? Yes/No"
8. Select Yes.
9. A Prompt message will appear "Record has been deleted"
10. Select OK.
Create a Credit Note from Invoice
The fields Credit Quantity and Credit Reason are included in the Purchase Invoice Matching program. This process removes the need to raise a negative invoice. Where a issue has been identified with an invoice prior to accepting or entering the invoice into the system you accept the full invoiced quantity (this will ensure your invoices balances to the paperwork), then you enter the quantity you wish to credit in the field titled CREDIT QUANTITY (remember to use the customise columns if the fields are not visible), then you enter the CREDIT REASON. When you accept your invoice you will be prompted with a message regarding your CREDIT, this will create a new tab linking your credit to your invoice also allow you to enter more details (e.g. Credit reference number, or name of the Rep you spoke to). When you Save and Accept your Invoice the system will automatically create a Credit Note and adjust the SOH according to the Units Credit.
There is an option to have separate credit notes to be created based on credit reason: This gives the users the ability to raise individual credit notes for each reason used. When this option is checked 'ON' the purchase invoice program will create one credit note per credit reason on the invoice, i.e. 4 credits on an invoice, 3 with reason A, 1 with reason B, 2 credit notes will be created.
