Creating Sales Credit Notes from Billing Documents

If the Billing Document to Sales Invoice or Credit Note integration is enabled in your org, you can seamlessly create sales credit notes from billing documents. This can be useful if you use FinancialForce Billing Central and have created a billing document of type "Credit Note" from a billing document of type "Invoice". After completing the credit billing document, you can create a sales credit note and send it to the customer.

For more information about billing documents, see the following:

For more information about setting up the integration, see Billing Document to Sales Invoice or Credit Note Integration.

Which Billing Documents are Eligible for Creating Sales Credit Notes?

For a sales credit note to be created from a billing document, the following must be true for the billing document:

  • The Document Type field must be set to "Credit Note".
  • The Document Status field must be set to "Complete".
  • The Account field must be populated.
  • The Company field must be populated with a Foundations company that is linked to an Accounting company.
  • The Sales Invoice or Credit Note Created field must be deselected.
  • The Accounting Data Archived field must be deselected.
  • It must contain at least one billing document line item.
  • Its billing document line items must have a quantity greater than zero.
  • It must not have been posted to Accounting and be linked to a transaction.
Notes:
  • Your administrator might have configured additional requirements.
  • Your administrator might have disabled the requirement to populate the Company field. In that case, you must have only one Accounting company selected as your current company. In addition, your currently selected company must have an Accounting currency that matches the Currency field on the billing document.

How Can I Create Sales Credit Notes from Billing Documents?

You can create a sales credit note from a billing document in several ways:

  • Manually, by clicking Create Sales Invoice or Credit Note on the billing document record page. For more information, see Creating a Sales Credit Note from a Single Billing Document.
  • Automatically, by scheduling the Create Sales Invoices and Credit Notes from Billing Documents background job. For more information, see Managing Scheduled Jobs.
  • Automatically, as soon as the billing document becomes eligible. More information is provided below.

How Can Sales Credit Notes Be Created Automatically Once Billing Documents Become Eligible?

If the functionality is enabled by your administrator, credit notes can be automatically created from billing documents as soon as they become eligible. Depending on how your org is set up, this might happen in the following cases:

  • When the billing document is completed.
  • When a custom formula checkbox field created by your administrator is selected and the billing document is completed.
  • When you select a custom checkbox field created by your administrator and then complete the billing document.

For more information, contact your administrator and see Setting up Automatic Creation of Sales Documents from Billing Documents.

When a single billing document becomes eligible, the related sales credit note is created immediately. If multiple billing documents become eligible at the same time, they are processed in the background. This might also happen for a single billing document, depending on the number of billing document line items that it contains. Once the process finishes, an email notification is sent to the user who triggered the changes that made the records eligible. The email contains the number of successfully processed records and the number of billing documents that contain an error. The email also has a link to the relevant process run record. The process run contains log entries for each billing document that was processed.

What Information is Passed from a Billing Document to a Sales Credit Note?

The following table lists how fields on the Billing Document object map to the relevant fields on the Sales Credit Note object.

Note:

Your administrator might have changed the default mappings or added custom mappings.

Default Mappings between Billing Document Fields and Sales Credit Note Fields

Billing Document

Sales Credit Note
Account Account
Company > Accounting Company Company
Currency ISO Code Currency ISO Code
Customer Reference Customer Reference
Description Credit Note Description
Document Date Credit Note Date
Engagement Engagement
Record ID Billing Document

The sales credit note is created with the status "In Progress" and for the Accounting company linked to the Foundations company selected on the billing document. The Credit Note Currency field is set to the Accounting company's currency that has the same ISO code as the billing document's Currency field. If you did not populate the Company field on the billing document, the sales credit note is created for your current company.

Once a sales credit note is created from a billing document, the Sales Invoice or Credit Note Created field is selected on the billing document. Depending on how your org is set up, additional fields might also be updated on the billing document.

When a sales credit note is created from a billing document, sales credit note line items are also created from the billing document's line items. The following table lists how fields on the Billing Document Line Item object map to the relevant fields on the Sales Credit Note Line Item object. In some cases, the integration provides a static value for fields that are not present on the Billing Document Line Item object.

Default Mappings between Billing Document Line Item Fields and Sales Credit Note Line Item Fields

Billing Document Line Item

Static Value

Sales Credit Note Line Item
Description   Line Description
Product or Service   Product Name
Quantity   Quantity
Derived Unit Price   Unit Price
  false (deselected) Derive Unit Price from Product