Sales Credit Note Fields

Here is a description of the fields that make up a sales credit note.

Some of these fields may not be visible or editable at all times, or in all package combinations.

Field	Description
Credit Note Number	Unique auto-number field in the format SCR{auto-number}. The auto-number is set with the prefix SCR and starts at {000000}. This object can have at least 9 billion records. Note: You can’t change the starting number for Sales Credit Notes. If you want your auto-numbers to start on a different number, you need to create an alternative custom auto-number field. See the Salesforce Help for more details.

Field

Description

Credit Note Number

Unique auto-number field in the format SCR{auto-number}. The auto-number is set with the prefix SCR and starts at {000000}. This object can have at least 9 billion records.

Note: You can’t change the starting number for Sales Credit Notes. If you want your auto-numbers to start on a different number, you need to create an alternative custom auto-number field. See the Salesforce Help for more details.

Key: A – Account;R – Read-only in all contexts; * – Mandatory field; S – Sales and Use Tax mode only; E – Editable after posting (subject to some restrictions); D – Overrides prevail over derived values; Cl – Classic EditionThe view of the application that you see when you first install the base managed package. only

Field				Description
Account	*			Customer account for which you want to create, or have created, a sales credit note. The account you specify here must have an accounts receivable control account assigned to it. You can change the account on a sales credit note up until the time that you add your first credit note line item. On the sales credit note home or detail page, click the account name to view the related account details.
Account Name				Customer account for which you have created a sales credit note. This field shows the account name as text, which means a user cannot click the account name to view related account details. This is useful if, for example, you do not want Salesforce Community users to be able to view details about an account.
Avalara VAT Reporting Document Indicator				Note: Only applies if you are using the Avalara VAT Reporting integration. Document type used to populate the required Document Indicator value for the Avalara VAT Reporting integration. If this is blank, "5 - Canceled Invoice" is used when the document is sent to Avalara VAT Reporting.
Billing Address	R		Cl	Address to which the sales credit note will be sent.
Copy Account Values				Indicates that you want to retrieve details from the selected account.
Copy Default Printed Text Definitions				Indicates that you want to retrieve default printed text from an existing text definitionA predefined, reusable snippet of text that can be included on an invoice or credit note..
Credit Note Rate				The exchange rate used on this document for credit note to home currency.
Derive Currency		D		In a single-currency organizationAn organization that is not enabled for multiple currencies. If you are unsure, contact your Salesforce administrator., indicates that you want to set the credit note currency to home currency. In a multi-currency organization, indicates that you want to set the credit note currency to the currency of the selected account.
Derive Due Date		D		Indicates that you want to derive the due date of this credit note.
Derive Period		D		Indicates that you want to derive the period of this credit note based on the credit note date.
Dimension (1–4)	A	E		Names of the analysis dimensionsCustom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. by which you want to analyze this account. In Classic Edition, any custom fields that have been set up for sub-analysis mappingMapping of custom fields at header and line level for the purpose of profitability reporting. are displayed immediately below the Dimension analysis fields.
Dual Rate				The exchange rate used on this document for home to dual currency.
Intercompany Transfer				Lookup to the related intercompany transfer record, if applicable. Used to support the reporting of intercompany billing transactions. These reports can help you when you need to create manual elimination journals.
Invoice Email	R		Cl	Email address to which the sales credit note will be sent when you press the Email PDF button.
Invoice Number				Number of the invoice from which this sales credit note was created, if relevant. This field is editable in Extended Edition only, but typically should not be changed.
Opportunity				Number of the opportunity to which this credit note is related, if relevant. This field is editable in Extended Edition only, but typically should not be changed.
Shipping Address	R		Cl	Address to which the products were sent.
Tax Code/ Tax Code (2-3)		S		The default sales tax codes and rates for this sales credit note.
Tax Codes		S		The default sales tax codes for this credit note. Click the expander icon to modify these tax codes and rates. These default codes are applied to each line item. If the account's tax status is "Exempt", a tax rate of 0.00% is used on all lines.

If your administratorOne or more individuals in your organization who can configure and customize the application. Users assigned the System Administrator profile have administrator privileges. has set up custom fields on your sales invoices or credit notes, these fields may be listed under Additional Information on an expander panelPanels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description. in Classic EditionThe view of the application that you see when you first install the base managed package.. (These are separate from custom fields set up for sub-analysis mapping.) See Custom Fields on Sales Invoices and Credit Notes for more information.

Credit Note Detail

Key: R – Read-only in all contexts; * – Mandatory field; E – Editable after posting (subject to some restrictions)

Field			Description
Company	R		Company that owns this record.
Credit Note Currency	*		Currency in which monetary values are expressed on this credit note. The default is the FinancialForce account trading currency set on the account (or the invoice currency if the credit note was created from an invoice). If an account trading currency is not set on the account, the Salesforce account currency is used instead. It must be an accounting currencyThe currency in which your company does business. A company can have more than one accounting currency. owned by the current companyThe company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned.. You can change the currency up until the time that you add your first credit note line item.
Credit Note Date	*		Date of the sales credit note. This defaults to its creation date.
Credit Note Description		E	Description of the sales credit note that you want to appear at the bottom of the printed document. If created from a sales invoice, the default description contains the number of the originating document.
Credit Note Number	R		Unique number allocated to this credit note in the format SCR<autonumber>.
Credit Note Reason		E	Reason for the credit note, such as Goods Returned or Incorrect Shipment. You can update the entries in this custom picklist.
Customer Reference		E	Customer reference, such as a customer order or returns note number, that you want to appear on the printed credit note.
Due Date	*	E	Date the sales credit note is due for payment. This defaults to the creation date. When converted from an invoice, the due date is not inherited, but defaults to the date of the conversion.
Intercompany Transfer			Lookup to the related intercompany transfer record, if applicable.
Invoice Date			Date of the related invoice. The invoice date is used when calculating tax rates for this credit note. If this credit note was converted from an invoice, this date is copied from the invoice and this field is read-only. On a manual credit note, this field is editable.
Period	*		Accounting period in which this document falls. Calculated from the document date, or by default the period that contains the date of input, but you can amend it by selecting a new period. If you enter a document date for a year that does not exist in your organization, then the period is set to blank. You can only save a document or post a transaction to an open period.
Print Status			Indicates whether or not this credit note has been printed. The print status is editable if Allow Modification of Print Status in the Accounting Settings (FF) custom setting is enabled.
Transaction	R		When the credit note has been posted, displays the related transaction number.

The following field may have been installed as part of the optional FinancialForce OneTouch package:

Field	Description
Approved	Indicates this document is ready and approved for posting.

The following fields may have been added to the page layout for use in Extended Edition. They are only relevant if your organization is configured to use an external system for the calculation of tax. Both fields are read-only.

Field	Description
External Tax Document Code	A unique code that identifies the document in the external tax calculation system.
External Tax Status	The status of the external tax calculation: Not Calculated, Calculated (tax has been calculated but the document is still "In Progress"), or Finalized (the document has been posted and the tax value has been committed in the external tax calculation system).

Credit Note Status

Key: R – Read-only in all contexts

Field			Description
Credit Note Status	R		Current status of the sales credit note.
Discard Reason		255	Reason why this sales credit note was discarded.

Printed Text

Each credit note can have up to five items of extra information in the form of predefined or free-format text. Each item of predefined text is set up as a text definitionA predefined, reusable snippet of text that can be included on an invoice or credit note..

If you make no changes, up to five items of default text are included on the credit note.

Field	Description
Text Definition (1-5) Name	Select one of the available options for each text position. The options include the names of all text definitions in that text position with "Allowed" or "Default" in the Credit Note field. If set to one of the text definition names, any associated default values are displayed. If set to "None", this text position is not used. If the field is set to "Free Format", two blank text edit fields are displayed.
Heading	The heading and body text values that will be included on the printed document.
Text

Once saved, a record of the actual text printed on the credit note is retained for possible future use.

Credit Note Line Items

Each line begins with a line number to act as a unique reference.

Key: R – Read-only in all contexts; * – Mandatory field; E – Editable after posting (subject to some restrictions); S – Sales and Use Tax mode only; V – Value Added Tax/Goods and Services Tax modes only; C - Combined Tax mode only; H – Hidden until enabled by a custom setting (Accounting)

Field			Description
Calculate Tax Value 1/2/3 from Rate			Calculates the relevant tax value from the associated tax rate.
Combined Tax Code		C	Combined tax code to use, along with the credit note date, to derive the tax rate for this sales credit note line. This will default from the account, product or company if appropriate. Upon saving the line item, the Tax 1 and Tax 2 fields (Code, Rate, Value) are populated according to the tax model specified on the combined tax code. See What is Combined Tax? for more information.
Derive Line Number		D	Indicates that you want to derive the line number on save. This is the highest existing line number +1. If deselected, the value in the Line Number field is used.
Derive Tax Rate 1/2/3 from Code		D	Indicates that you want to derive the relevant tax rate from the associated tax code. This checkbox is ignored when using combined tax.
Derive Unit Price from Product		D	Indicates that you want to derive the unit price from the selected product.
Destination Company			The destination companyCompany that receives the costs during an intercompany transaction. if this is an intercompany line.
Destination Net Value	R		Destination Quantity x Destination Unit Price.
Destination Quantity			The quantity that is passed to the destination company if this is an intercompany line.
Destination Unit Price			The unit price that is passed to the destination company if this is an intercompany line.
Dimension (1–4)		E	Name of the dimension record by which you want to analyze this credit note line item . See What are Analysis Dimensions? for more information. In Classic Edition, any custom fields that have been set up for sub-analysis mappingMapping of custom fields at header and line level for the purpose of profitability reporting. at line level are displayed immediately below the Dimension analysis fields.
GLA Code			The GLA code, for information or reporting purposes.
Line Description		E	Description of the credit note line item that you want to appear on the printed document.
Override Product Local GLA			Alternate local general ledger account to override the default (taken from the related product).
Net Value	R		This is calculated as Quantity multiplied by Unit Price.
Override Product GLA		H	Alternative general ledger account to override the default (taken from the related product).
Product Name	*		Name of the product. The selected product must have a sales revenue account assigned to it.
Quantity	*		Quantity of product sold, to six decimal places.
Set Tax Code 1/2/3 to Default			Sets tax code to the default defined by the tax mode. See About Tax for more information about the effect of tax modes. This checkbox is ignored when using combined tax.
Tax Code		V	Tax code to use, along with the invoice date, to derive the tax rate for this credit note line.
Tax Code/ Tax Code (2-3)		S	The default sales tax codes and rates for this credit note line item. A read-only tax value is calculated for each tax code.
Tax Code (1-2)		C	The child tax codes derived from the Combined Tax Code. You can select different tax codes for this sales invoice line but the parent tax code will not be affected.
Tax Rate		S	Composite tax rate (sum of the three tax rates used) for this credit note line. Click the expander icon to modify the three tax codes and rates.
Tax Value	*	V	Total value of tax relating to this credit note line, to two decimal places.
Tax Value		S	Total value of tax relating to this credit note line, to two decimal places. If the Allow Override of SUT Tax Values custom setting is enabled, you will be able to modify the tax value on a selected sales credit note line. See Accounting Settings for more information.
Tax Value (1-2)		C	The tax value for a child tax code when using combined tax. If you manually edit the tax value, then subsequently change the child tax code, the tax value is only recalculated if Calculate Tax Value from Rate is selected.
Unit Price	*		Unit price of this product, to nine decimal places.

Summary

Key: R – Read-only in all contexts

Field		Description
Credit Note Total	R	Total credit note value, including the tax.
Net Total	R	Total value of items on the credit note, before tax.
Tax Total	R	Total value of tax on this credit note.

Tax Summary

One tax summary line is displayed for each tax code entered on the credit note. If the credit note contains lines to which no tax code has been assigned, a line labeled <blank> summarizes the net value of these untaxed items.

Key: R – Read-only in all contexts ; V – Value Added Tax/Goods and Services Tax modes only

Field			Description
Tax Code	R		Tax code being summarized, or <blank>.
Tax Rate	R	V	Tax rate for this tax code.
Net Value	R		Total value of items posted to this tax code, before tax.
Tax Value	R		Total value of tax posted to this tax code.

Matched Payments

This section lists other documents involved in matches with the current document. It is blank if the current document has not been matched. If you are working in Extended EditionThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured., this panel is only available on sales invoices and sales credit notes.

When working in Extended Edition note that:

The Matched Payments grid is a fixed height but scroll bars are enabled if required. Alternatively you can adjust the height on the page layout.
If you click a document number or transaction number in the grid, the target document opens in a new browser tab (in Classic EditionThe view of the application that you see when you first install the base managed package. the target document opens in the current browser tab).

If you cannot see this panel in Extended Edition, ask your System Administrator to add the panel's Visualforce Page component into a new Section on the extended page layout. The name of the Visualforce Page component for the sales invoice page layout is ‘invoicematchingpayments’, and for the sales credit note page layout is 'creditnotematchingpayments'.

Payment Details

Payment information is displayed once the document has been posted.

Key: All fields are read-only.

Field	Description
Outstanding Value	Amount still owed on this document in document currency.
Payment Status	Is this document unpaid, part-paid, or paid in full?

Buttons

The following buttons may display. The availability or validity of these buttons varies according to many factors, including org configuration. Your administrator may need to add some of these custom buttons to your page layout when using Extended EditionThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured..

Key: Ex – Extended EditionThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured. only

Button		Description
Amend Document		Prepares a limited set of fields for editing on a "Complete" document. If you are working in Extended EditionThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured. these are limited to those at header level.
Amend Line	Ex	Prepares a limited set of fields for editing on a "Complete" document. The editable fields are the line description and, subject to custom settings, the analysis dimensions on the line. See Editing Sales Credit Notes for more details on amending posted documents.
Background Post		Runs the Background Posting Scheduler (BPS) now. Your administrator will have configured the BPS to run at regular intervals but if you do not want to wait for the next scheduled job, click this button to run it straight away. Any sales credit notes with the status "Ready to Post", in the companies that you are currently logged into, will be posted in the background. If you are the administrator, any sales invoices with the status "Ready to Post" in all companies will be posted in the background. See About the Background Posting Scheduler for more information about the BPS.
Calculate Tax		Invokes the external tax calculation system to calculate the tax due for this document. This button is only available if your organization is enabled for external tax calculation and you have saved the document. The calculated value replaces any value previously held in the Tax Value field. Any values previously held in the Tax Value 2 and Tax Value 3 fields are cleared. The tax code for the calculated value is the code that was created to hold summarized tax values calculated by the external system. In Classic Edition, this button only becomes available once you have clicked the Edit button. You can calculate tax for multiple documents using the Calculate Tax button in the document's list view but note that processing then takes place in the background so tax values might not be calculated immediately.
Cancel		Cancels the current session without saving.
Classic Edit	Ex	Switches to Classic EditionThe view of the application that you see when you first install the base managed package. in Edit mode.
Classic View	Ex	Switches to Classic EditionThe view of the application that you see when you first install the base managed package. in View mode.
Discard		Discards the "In Progress" document. Sets the document's status to "Discarded".
Edit		Prepares the "In Progress" document for editing.
Email PDF		Sends a copy of the posted document, as a PDF attachment, to the email address specified in the Invoice Email field on the account, and also to the current user. If no invoice email address is specified on the account, the request will fail.
Manage Lines	Ex	Displays the Manage Lines grid.
Match		If the credit note was created from a sales invoice and has been posted but both documents remain unmatched, click this button to match the "Complete" credit note to its associated invoice.
Post		Posts the "In Progress" documents and creates transactions. The resulting documents are "Complete". If tax values are being calculated by AvaTax, the sales credit note's tax value is calculated (regardless of whether or not you have already clicked Calculate Tax) then the credit note's status changes to "Ready to Post" and it is batched up for posting by a scheduled job.
Post & Match		If the credit note was created from a sales invoice, and both documents remain unmatched, click this button to post the "In Progress" credit note and match it to the associated invoice. If the credit note fails to post, you will remain on the sales credit note detail page so that you can correct the credit note details. If the credit note posts successfully but fails to match the invoice, the Cash Matching tab will be displayed so that you can resolve the match manually. See Creating a Credit Note from a Sales Invoice for more information.
Preview / View PDF		Opens a new browser window with the contents of the posted document in a print-ready format. No event is logged. If the sales credit note's status is "In Progress" only the View PDF button is available and the word DRAFT is shown as a watermark on the PDF.
Print / Print PDF		Opens a new browser window with the contents of the posted document in a print-ready format. A print event is logged. See Event Logs for more information.
Save		Saves the record and returns you to the detail page. Sets the record's status to "In Progress".
Save & New		Saves the record and gives you the chance to add another.
Save & Post		Saves the document, posts the "In Progress" document and creates a transaction. Sets the document's status to "Complete". (Available in Classic EditionThe view of the application that you see when you first install the base managed package. only.)

The following buttons may also be available in Classic EditionThe view of the application that you see when you first install the base managed package.:

Button		Description
Change Currency		Helps you choose an appropriate currency.
Apply		Applies the selected currency to this session.
Cancel		Cancels the change of currency.

The following buttons are available in the Credit Note Line Items section in Classic Edition:

Button	Description
New Line	Adds a new line with a default quantity of 1.00.
	Removes the current line.

The following expander icons may be available on some fields:

Button	Description
	Displays an expander panelPanels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description. that is hidden and closes any other panels that are open. Blue indicates existing content.
	Hides the selected panel.
	Indicates an error on the related expander panel. If hidden, click to show the item in error.