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Credit Notes

Maxime Lemaitre
  • Updated

Credit Notes

Crediting a Customer Against a Specific Sales Order

Product: FeneVision CORE     Module: Invoice Maintenance     Audience: Order Entry Users, Accounting

Overview

Credit Notes allow you to issue a credit to a customer that is tied directly to a specific sales order invoice. Because the credit is linked to the original invoice, it reflects accurately in sales reports for that order. You can credit by adjusting line-item quantities, by adjusting prices, or both.

How It Works

Credit Notes are created from within an existing invoice in Invoice Maintenance. Opening the invoice and clicking Create Credit Note pre-populates the credit with the original quantities and prices. You then reduce quantities and/or lower prices to reflect the credit amount. Once saved, the credit note is linked to the original invoice and visible in sales reporting. Credit Notes can also be canceled—see the Canceling an Invoice section in the manual for details.

⚠  Credit Notes must be enabled directly in the database by FeneTech before they are available. Contact FeneTech support to activate this feature.

Step by Step

  • Step 1: Open Invoice Maintenance and locate the invoice to be credited.
  • Step 2: Double-click the invoice (or right-click and choose Invoice Entry) to open it.
  • Step 3: Click the Create Credit Note button in the ribbon.
  • Step 4: The Credit Note opens pre-populated with the original invoice quantities and prices.
  • Step 5: To credit by quantity—edit the line-item quantity. Quantity cannot be negative or exceed the original invoice quantity.
  • Step 6: To credit by price—edit the price. Prices cannot be negative. Once a price is edited, the quantity for that line is locked.
  • Step 7: Review all line items and confirm the credit amounts are correct.
  • Step 8: Save the Credit Note. It is now linked to the original invoice and reflected in sales reports.

 

Key Rules / Things to Know

  • Credit Notes must be enabled in the database by FeneTech—the button will not appear if the feature is not activated.
  • Quantity adjustments cannot be negative or exceed the original invoice quantity.
  • Price adjustments cannot be negative.
  • Once a price on a line item is edited, the quantity for that line is locked—you cannot also adjust the quantity.
  • Credit Notes can be canceled using the standard invoice cancellation process.
  • The credit correctly reflects in sales reporting because it is tied to the specific originating sales order.

 

Tips

  • Partial credits: You do not need to credit the full amount—reduce quantity to 1 or enter a partial price to issue a partial credit.
  • Retain the original invoice: The original invoice remains unchanged; the credit note is a separate linked document.
  • Confirm activation first: Before promising a customer a credit note, verify with your administrator that the feature is enabled in your database.