Creating a Credit Note

Creating a New Credit Note

Screen Navigation: Invoices - Credit Notes

A Credit Note is issued for items or services that were not paid in full (possibly due to a discount) to account for the remaining balance.

For example, if a license costs $1,000 in the agreement but the customer will only pay $800, an invoice will be created for $800 and a credit note will be created for the remaining $200. As such, Credit Notes can only be created in the CRM system after an invoice has been sent to the customer.

A new Credit Notes tab will be available on the Invoice Details screen for you to add, edit or delete credit notes.

Jump directly to topic:

Edit a Credit Note
Delete a Credit Note
Preview a Credit Note

Create a New Credit Note

To create a new Credit Note:

1. On the Invoice Details page, click the Credit Notes tab.

2. To add a new credit note, click Create Credit Note.

3. The Add a new Credit Note page will be displayed.

The following table provides you with more information on the available fields:

Field	Description
Customer	Select the customer to whom the credit note will be issued.
BASS Entity	Select which BASS company is issuing this credit note. For example, BASS AS, BASS CY, etc
Currency	Select the currency used in this credit note.
Invoice Date	Select the date this credit note is created.
Due Date	Select the date this credit note is due.
Status	Select the status of the credit note, i.e. Active, Pending for Approval, Approved, Invoiced.
Description	Enter a description regarding this credit note.
Invoice Preference	Enter any invoice instructions based on the customer's preference.
Internal Remark	Enter any remarks regarding this invoice.
Billing Address	Enter the billing address of the customer.
Attention	Select from the list of the customer's contacts someone to receive the billing information. Only contacts with the Billing Contact check box selected will be displayed.
Header	Enter a header for the credit note.
PO Ref No	Enter the Purchase Order reference number, if any.
Itemised	Select this check box to create an itemised credit note.
Generic Vessel	Select this check box to indicate a generic vessel.

3. After you have entered all the necessary information, click Save. The System will record the Created By and Last Revised By dates.

4. A new section will be available below for you to select a Recipient from the list of contacts (with the Invoice Recipient check box selected).

The other fields in this section will be automatically populated once the credit note is approved and sent to the recipient.

5. Under the Items tab below, click Add to be Invoiced Items to add items from an invoice request.

Alternatively, click Add new record to add a blank item row which you can manually define.

If you clicked Add to be Invoiced Items, the fields will automatically be filled based on the details in the invoice request.

The following table provides you with more information on the available fields:

Field	Description
Reverse Plan	Select this check box to revert the amount to the payment plan for follow up. This is selected if the amount is not a discount, and the customer will have to pay the amount at a later date. If this check box is selected, the item will appear in the payment plan to be invoiced again.
Item	If you clicked Add new record, type the item or service in which a credit note will be issued.
Account	Select the BASS account this item falls under. For example, software development, training, maintenance etc.
Invoice Amount before VAT	Enter the invoice amount before VAT is applied. This amount must be negative for credit notes.
VAT Code	Select the VAT code from the list in the Register.
VAT Amount	This column will be auto-generated based on the Invoice Amount before VAT and VAT Code.
Invoice Amount	This column will be auto-generated based on the Invoice Amount before VAT and VAT Code.
Deferred?	Select this check box if the item is to be invoiced at a deferred date.
Recognised Period	Enter the period in which this invoice is recognised. For example,
Deferred Period	Enter the period in which this invoice is deferred. For example,
Deferred Start Date	Select the date that this item will be billed to the customer.

6. As you make changes, a red arrow will appear at the top left of the field indicating that there are changes that have not been saved. Click Save changes to confirm.

7. To attach documents related to this credit note, open the Documents tab and click Select Files.

8. Finally, click Save to add the credit note.

Edit a Credit Note

To edit the details of a credit note:

1. On the Invoice Details page, click the Credit Notes tab. Choose the credit note you would like to edit and click Actions then select Edit.

Alternatively, you can also click Edit on the credit note Details page.

2. The Edit Credit Note page will be displayed. Here, you may edit the details of the credit note.

3. Click Save to make the changes permanent. The Last Revised By date will be updated accordingly.

4. As you make changes to items in the table, a red arrow will appear at the top left of the field indicating that there are changes that have not been saved.

Click Save changes to confirm.