Creating Sales Credit Notes

There are several ways to create a sales credit note.

Note:

If custom input forms have been enabled in your organization, how you create, edit and view documents might differ from what is described in the FinancialForce Accounting Help. Contact your administrator for assistance.

Converting from an Existing Sales Invoice

For more information, see Creating a Credit Note from a Sales Invoice.

Creating from Scratch

You can create a sales credit note from the sales credit notes home page.

To create a single sales credit note using Lightning:

  1. Click the Sales Credit Notes tab.
  2. Click New. The New Sales Credit Note window displays.
  3. In the Company field, specify the company for which you want to create the sales credit note.
  4. In the Account field, specify the customer account for which you want to create the sales credit note.
  5. Click Save.
  6. In the Due Date field, select a due date for the sales credit note.
  7. [Optional] Complete any remaining fields. For details of other fields, see Sales Credit Note Fields.
  8. Click Save.
  9. Add one or more sales credit note line items, as described in Sales Credit Note Line Items.
  10. When the invoice is ready to go, you can post it by clicking Post.
Notes:
  • A saved sales credit note has an initial status of "In Progress" and is allocated a sales credit note number.
  • A posted sales credit note has a status of "Complete".

  • When creating a new sales credit note, or editing, or amending the dimension fields, you can assign a dimension only when the period start date and end date of the created sales credit note are within the posting effective dates of that dimension. For more information, see Managing Analysis Dimensions.

  • Depending on whether you work in single-company mode or multi-company mode:
    • Single-company mode: When you have one current company selected, you do not need to specify a company when creating a sales credit note for the currently selected company.
    • Multi-company mode: When you have more than one current company selected, you can create a sales credit note for any of the currently selected companies. You do not need to change the current company. Administrators can create sales credit notes for any of their user companies, regardless of their current company selection. You must always specify a company when creating a sales credit note in multi-company mode. For more information, see What is Multi-company Mode?.

To create a sales credit note from scratch:

  1. Click the Sales Credit Notes tab.
  2. Click New next to Recent Sales Credit Notes on the sales credit notes home page.
  3. Specify the customer account for which you want to create a sales credit note. Click the lookup icon to search for an account.

    The account's trading currency and address details are displayed in the Account Detail section for reference.

  4. If you want to analyze the selected account, click the expander icon to show an expander panel. Any custom fields that have been set up for sub-analysis mappingClosed Mapping of custom fields at header and line level for the purpose of profitability reporting. are displayed immediately below the Dimension analysis fields.
  5. Enter the header details for the credit note in the Credit Note Detail section.

    See Sales Credit Note Fields for a description of the standard fields that make up a credit note.

    You can change the credit note currency up until the time that you add your first credit note line item. If you do, remember to click Apply to confirm the change.

  6. Add one or more credit note line items in the Credit Note Line Items section, as described in Sales Credit Note Line Items .
  7. [Optional] Amend the Printed Text section, as described in Adding Text to a Sales Invoice.
  8. Click Save to save the credit note or Cancel to abort. A saved credit note has an initial status of "In Progress" and is allocated a credit note number.

    You can also click Save & New to save the changes to the current credit note and create another.

  9. When the sales credit note is ready to go, click Post. A posted credit note has a status of "Complete". Instead of clicking Save and then Post separately, you can click Save & Post to perform both actions together.

To create a sales credit note from scratch:

  1. Click the Sales Credit Notes tab.
  2. Click New next to Recent Sales Credit Notes on the home page.
  3. Specify the customer account for which you want to create a credit note. Click the lookup icon to search for an account.
  4. If you want to copy the details from the selected account, leave the Copy Account Values checkbox selected. To provide custom account details, enter them. The fields are populated on save.
  5. Leave the remaining checkboxes on the page selected, and the corresponding fields blank, to automatically derive other information such as a due date and a currency. See Sales Credit Note Fields for a description of the standard fields that make up a credit note.
  6. [Optional] Provide custom data for this credit note.
  7. Click Save to save the document or Cancel to abort. A saved credit note has an initial status of "In Progress" and is allocated a credit note number.
  8. Add one or more sales credit note line items, as described in Sales Credit Note Line Items .
  9. When the document is ready to go, click Post A posted credit note has a status of "Complete".

Creating from a Billing Document

If the Billing Document to Sales Invoice or Credit Note integration is enabled in your org, you can also create a sales credit note from a billing document.

For more information, see Billing Document to Sales Invoice or Credit Note Integration and Creating Sales Credit Notes from Billing Documents.

Creating a Sales Credit Note by Duplicating an Existing Sales Credit Note

You can also create a sales credit note by duplicating an existing sales credit note.

For more information, see Duplicating Sales Credit Notes.

Creating from a Billing Event

If FinancialForce Services Resource Planning (SRP) is installed in your org, you can also create a sales credit note from a billing event in PSA. See Billing Events to Sales Invoices or Credit Notes Integration for more information.