Acute Data Systems

How to credit an invoice that no longer exists in Sage 300 Order Entry

Steps:

  1. Open Order Entry > O/E Transactions > Credit/Debit Note Entry.
  2. Press the Tab key to accept *** NEW *** as the credit note number in the Document No. field.
    • Note: If you do not want Order Entry to assign the number automatically, you can type the new number yourself, and then press the Tab key.
    • The default document type is Credit Note.
  3. In the Customer Number field, enter the customer number, or use theFinder to select it.
    • To check or edit the bill-to address and contact information, click the Zoom button beside the Customer Number field.
    • To change other customer information, such as the tax group or price list, you use the
      Customer tab.
  4. In the Invoice Number field, enter the number of the invoice you want to credit. If you do not
    know the number, leave this field blank.
    • Note: If the invoice still exists in Accounts Receivable, you must use the correct invoice
      number to properly credit the invoice.
  5. On the Credit Note tab, enter general information for the credit note.
    1. If the customer had a PO number, enter it in the PO Number field.
    2. If your company uses templates to fill in default field entries, select a template code.
      • Note: When you enter an invoice number that does not currently exist in Order Entry,
        the program uses entries from the default template.
    3. In the Actual Return Date field, enter the date of the return.
    4. In the Credit Note Date field, enter the date of the credit note.
    5. In the Posting Date field, enter the date for the year and period to which you are posting
      the credit note.
    6. In the Location field, specify the warehouse location where you are returning goods.
    7. If the original invoice was job-related, select the Job Related option.  For information on job-related options, see “O/E Credit/Debit Note Entry Screen” (page
      653).
    8. If you want Order Entry to calculate taxes for the credit note, select the Calculate Tax
      option.
    9. Enter a short description and/or reference for the credit note. You can also add
      comments to each item detail line, and you can add a long comment for the credit note
      on the Totals tab.
  6. In the Detail table on the Credit Note tab, enter details for the credit note.
    1. To start entering credit note details, tab into the Detail table, or click the table.
    2. To add a detail line, press the Insert key, and then on the new line:
      1. Double-click the Type field to specify whether you are entering an item or a miscellaneous charge.
      2. Double-click the Item No./Misc. Charge field, and then enter an item number or a
        miscellaneous charge code. (If this is a job-related credit note, you must enter the
        contract and job information before you can select the item.)
      3. Use the Tab key to navigate through the columns in the Detail table. For
        information on detail fields, see “O/E Credit/Debit Note Entry Screen” (page 653).
        • Note: If you want to use the O/E Items/Taxes screen to add items (instead of
          adding them in the table), click the Item/Tax button or press the F9 key. Some
          fields that appear on the O/E Items/Taxes screen may not appear in the table.
        • The default price list is determined by the customer account, but you can change it.
        • The default location for a detail line is the location specified for the document.
    3. If you are crediting an Item detail, double-click the Credit Type field, and then select a
      credit type.
      • You can select the following credit types:
        • Items Returned to Inventory. Enter the number of units returned to inventory in
          the Quantity field. You can edit other fields if they are not set to read-only. When
          you enter the number of units, the program displays the extended price for this
          quantity.
        • Damaged Items. Enter the number of units damaged in the Quantity field.
          Damaged items credit the customer and affect item sales, but do not affect
          inventory levels. You can edit other fields if they are not dimmed. When you enter
          the number of units, the program displays the extended price for this quantity.
        • Price Adjustment. If you select this type, enter the price adjustment in the
          Price/Adjustment field.
          • Price adjustments affect the item sales amount but not inventory levels.
          • Enter a price decrease as a credit note, and a price increase as a debit note.
            Enter just the differences in price.
          • When you enter the adjustment, the program displays the extended price
            adjustment in the Extended Amount field. (You can also just enter the
            extended amount directly.)
          • If you do not want to affect any Order Entry or Inventory Control statistics,
            you should enter the credit note in Accounts Receivable.
  7. After you finish editing detail lines, check the information on the remaining tabs on the screen.
    • To assign or credit a salesperson for the credit note, click the Sales Split tab.
    • To add optional field information to the credit note, click the Optional Fields tab.
    • To edit exchange rates (in a multicurrency system), click the Rates tab.
    • To check the totals for the credit note, or to add an extended comment, click the Totals
      tab.
  8. Post the credit note.  If you want to print the credit note, click Yes on the Confirmation form that appears after posting. You can also use the O/E Credit/Debit Note screen to print the credit note later.

Support

If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.

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