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How to create and manage sales credit notes

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Summary

How to create, send, and track sales credit notes in Sage Accounting Standard and Plus.

Resolution

NOTE:

Sales Credit Notes aren’t available in Sage Accounting Start. To upgrade, see the article How to upgrade a Sage Accounting Start subscription.

When a customer returns faulty goods, create a credit note from the original invoice. Alternatively, generate a stand-alone credit note and link it to any outstanding invoice later. Print or email the credit note to the customer.

Set up your customer records before creating the credit note. Also, create products and services to streamline the process of entering credit notes.

Sales credit notes for stock items

  • Every time you buy or sell a stock item, a stock movement is recorded
  • Each stock movement type records whether the system added (in) or removed (out) a stock item
  • When you save a sales credit note that includes a stock item, we create a negative goods-out movement
  • The stock movement shows as quantity out, but as it’s negative, your stock level increases to show the item has been returned
  • Manually adjust your stock level after saving the credit note if the customer received a credit but hasn't returned the item

Create a credit note from a sales invoice

Use this when creating a credit for a single invoice, either partially or in full. This credit note will be a direct copy of the sales invoice.

  1. From Sales, select Sales Invoices.
  2. Open the invoice you want to credit.
  3. On the right, select Add Credit Note. The credit note displays the details of the original invoice.
  4. The credit note total can’t be more than the amount outstanding.
  5. If necessary, change the details. Enter any notes and Save.

If the credit note was for the full invoice amount, the invoice shows as Paid

If the credit note was for the partial invoice amount, the status shows as Part Paid

Record a stand-alone sales credit note

Use this to credit a customer for an amount that covers multiple invoices. After saving, match or allocate the credit note to the invoices you want to pay.

  1. From Sales, select Sales Credit Notes, and New Credit Note.
  2. Choose the relevant customer and the date, reference, and address.
  3. If the customer doesn’t have a main address on their record, enter it here.
  4. To send to a different address, edit the delivery address. Choose Custom to add a new address.
  5. Enter the details of the credited items. Each item must have a description, ledger account, quantity, and amount.
  6. If necessary, enter any notes or comments.
  7. To credit any shipping charges, select a shipping rate and then enter the amount in the Shipping field. The bottom of the credit note displays the net amount and tax total.

Emailing the credit note

  1. Choose Save & Email to email the customer.
  2. Alternatively, choose Save or Save & Print. You can recall and email the credit note later.

Track sales credit notes

  1. Go to Sales.
  2. Open a credit note.
  3. Check the document timeline to see when you saved, sent, and viewed the emailed credit note.

    NOTE:

    The timeline displays only for credit notes created after 03/01/2019.

     

  4. Hover over each status to view details.
    Created
    Shows the date and time when you create the credit note.
    Sent
    Sent as PDF Shows as manually submitted.
    Emailed

    Shows the customer email addresses and when you sent the email to each address in the To and CC fields.
    Green

    Shows when Accounting sent at least one email.
    Red

    Shows when an email delivery fails.
    Viewed

    Shows the customer's email address and the date when the customer viewed the email.


    NOTE:

    • Clear the Include PDF attachment checkbox to improve tracking
    • Some email providers don’t confirm views, so the status doesn’t update
    • The customer can view the document even if the status doesn’t change
    • Email the credit note during creation or from the individual record to enable tracking
    • You can’t track views when you email from the credit note list page

     

     

     

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