CONTENTS

Creating a purchase invoice credit note manually

The accounts payable system allows you to manually create a purchase invoice credit note by entering a negative value for the invoice amount.

You can open the view by selecting Purchases > Purchase invoices > New purchase invoice.

Proceed as follows when creating a purchase invoice credit note:

  1. Enter all required information on the credit note.
  2. Fill in all mandatory fields marked with an asterisk before saving the invoice for the first time.
  3. Enter the credit note amount as a negative value in the Total amount field.
  4. Save the credit note.

During the credit note entry phase, mandatory fields are marked with an asterisk and must be filled in before the invoice can be saved for the first time. Note! Enter the credit note amount as a negative value in the Total amount field.

Processing the credit note

The credit note can be allocated to a debit invoice if the vendor and currency are the same.

Proceed as follows before allocating the credit note:

  1. Make sure that the vendor on the credit note is the same as on the debit invoice.
  2. Make sure that the currency on the credit note is the same as on the debit invoice.
  3. Make sure that the credit note has been at least factually verified.
  4. Make sure that no payment confirmations have been used on the invoice.

The credit note must be at least factually verified before it can be allocated. The invoice must also not have any payment confirmations used.

If the credit note is larger than the debit invoice, the debit invoice is marked as paid, and the credit note remains open for the remaining amount. The allocation of the credit note can continue until it is fully utilized.

Allocating the credit note via the purchase invoice list

You can open the view by selecting Purchases > Purchase invoices > Purchase invoice list.

Proceed as follows when allocating the credit note via the purchase invoice list:

  1. Search for the desired credit note in the purchase invoice list.
  2. Make sure that the "Payments" column is visible:
    • Select "Show columns" on the left.
    • Select the "Payments" column.
    • Press "Update selections".
  3. Find the credit note row and click the "Allocate credit" link at the end of the row in the "Payments" column.
  4. Alternatively, go to the allocation view by clicking the negative amount in the open amount field of the credit note row.

You can perform the matching from the purchase invoice list by searching for the desired invoice. For the credit note, there is a "Allocate credit" link at the end of the row in the "Payments" column. You can display this column by using the "Show columns" menu on the left and then pressing "Update selections." Another way to execute the matching is by going to the matching view from the credit note row in the negative open amount field.

The system suggests possible purchase invoices that the credit note can be matched to in the listing. Invoices appear in the listing under the following conditions:

  • The vendor must be the same
  • The currency must be the same
  • The invoice status must be factually verified or approved
  • The invoice must not be rejected
  • The invoice's open amount must not be fully within the payment service

Credit note can be matched to multiple invoices at once, and the program will also calculate the amount to be matched based on these.

In this example, a -200 euro credit note is allocated to two invoices totaling 150 €, so the program calculates that it would still be possible to allocate 50 € of credit.

Proceed as follows when confirming the allocation:

  1. Select from the list the invoices to which you want to allocate the credit note.
  2. Press the "Allocate" button.
  3. Confirm the allocation in the view that opens.
  4. Select the desired allocation date or accept the current date offered by default.
  5. Save the allocation.

The matching is done using the "Allocate" button. This opens the view below, where the allocation is confirmed, and you can now also select the desired allocation date. The current date is offered by default.

After this, the system returns to the matching view if the credit note can still be matched to another new invoice. If the entire invoice is allocated, the system returns to the purchase invoice list.

In the purchase invoice list, the status of the credit note appears as "allocated", and a payment in the amount of the matched invoice appears for the invoice to which it was allocated. Both the original invoice and the credit note must be approved for them to be cleared from the list of open purchase invoices.

Credit note paid as a cash refund

If a credit note has been paid as a cash refund to the bank account, a negative payment must be recorded on the credit note for the date and bank account where the refund is visible.

Proceed as follows when processing a credit note paid as a cash refund:

  1. Open the credit note that has been paid as a cash refund to the bank account.
  2. Record a negative payment on the credit note for the same date on which the refund appears on the bank statement.
  3. Select the same bank account for the payment to which the cash refund was received.
  4. Save the payment.
  5. Link the voucher created from this to the corresponding bank statement transaction row according to the instructions in Linking the voucher.

It is advisable to link the voucher created from this to the corresponding bank statement transaction row. The voucher linking is done according to this guide: Linking the voucher

Undoing the allocation of a purchase invoice credit note

You can open the view by selecting Purchases > Payments > Payment listing.

Proceed as follows when undoing the allocation of a purchase invoice credit note:

  1. Open Payment listing by selecting Purchases > Payments > Payment listing.
  2. Enter the desired vendor in the view that opens.
  3. Keep the "show all payments" option selected.
  4. Adjust the time period accordingly so that the invoice can be found.
  5. Search the view and find the correct invoices in the listing:
    • The credit note.
    • The debit invoice to which the credit note has been allocated.
  6. Make sure that both invoices have a positive and a negative amount line.
  7. Open the three-dot button at the end of the row on both lines.
  8. Select the function to remove the payment and undo the allocation.

In the opened view, locate the correct invoices, i.e. the credit note and the debit invoice to which the credit note has been allocated. The invoices should have a positive and a negative line amount. For credit notes, a voucher is not shown at this point, even if the invoices contain one. The voucher is visible for manual and automatically cleared payments.

Each line can be undone using the three-dot button at the end of the line. Removing the payment requires accountant KP-role access. You will no longer need to separately remove the positive and negative lines, as removing the matching will delete both lines simultaneously.

After this, the credit note will again appear in the unallocated status, and it can be allocate again if necessary.

Frequently asked questions

Question: How do I create a purchase invoice credit note manually?

Answer: Select Purchases > Purchase invoices > New purchase invoice, enter the credit note details, fill in all mandatory fields marked with an asterisk and enter the total amount as a negative value before saving.

Question: Under what conditions can a credit note be allocated to a debit invoice?

Answer: The vendor and currency must be the same, the credit note must be at least factually verified, the invoice must not have payment confirmations, and the invoice to be allocated must meet the listed conditions (status, not rejected, open amount not fully in the payment service).

Question: How do I allocate a credit note via the purchase invoice list?

Answer: Open the purchase invoice list, search for the credit note, make the "Payments" column visible, select "Allocate credit" or click the negative amount in the open amount field, and confirm the allocation in the view that opens.

Question: What should I do if the credit note has been paid as a cash refund to the bank account?

Answer: Record a negative payment on the credit note for the same date and bank account on which the refund appears, and link the resulting voucher to the bank statement transaction row according to the "Linking the voucher" instructions.

Question: How do I undo the allocation of a purchase invoice credit note?

Answer: Open Purchases > Payments > Payment listing, search for the vendor's payments for a suitable time period, find the credit note and the debit invoice it was allocated to, and remove the payments for both rows via the three-dot button with KP-role access.

Question: What happens if the credit note is larger than the debit invoice?

Answer: The debit invoice is marked as paid and the credit note remains open for the remaining amount, and the allocation can be continued until the credit note is fully utilized.

Keywords

purchase invoice, credit note, accounts payable, purchase invoice list, allocating, releasing the allocation, cash refund, payment listing, payments, bank statement, voucher, payment confirmation, factual verification, approved invoice

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.