Credits
You may need to credit a Customer if you need to reduce a price, remove a charge, or return Products that have been Invoiced back into stock. Use the Credits page to add a new Credit, track the status of existing Credits or print or email a Credit and send it to the Customer.
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Navigate to Invoices > Credits. |
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Use the Quick and Advanced Search to help you find the Credit you’re looking for. |
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By default, the most recent Credits are displayed at the top of the page. To sort by something else, click on the column heading. Click again to reverse the sort order. |
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The Status column helps you to keep track of each Credit at a glance. |
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Click Add New to add a new Credit.
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Note:
The Credits page is customisable so you can see the information that is most important to you and your workflow.
Add a new Credit
1. Go to Invoices > Credits.
2. Click Add New in the top-right corner.
3. A new draft Credit Note will be displayed. Start by entering or selecting the details as required in the Credits section.
Note:
You will need to complete all of the mandatory fields (marked with a *) before you can save the Credit or add Invoice Lines to Credit Detail.
Refer to Credits field explanations for more information on each field.
4. Once all of the required details under Credits have been entered and selected, scroll down and click Save before adding Invoice Lines under Credit Detail.
5. To add Invoice Lines (such as Products or other Charges) to the Credit, click + New under Credit Detail.
6. The Credit Detail form will be displayed. Select or enter the details as required.
Note:
Refer to Credit Detail field explanations for more information on each field.
Update the status of a Credit
The Status field helps to keep track of Credits and can be viewed from the Credits page table view. This field will need to be updated manually to confirm a Credit and update the Customer’s Account Balance.
| Draft | Default. Indicates the Credit Note has not been confirmed or sent. |
| Sent |
Select manually to indicate the Credit Note has been agreed and sent to the Customer. Once selected, the Customer’s Account Balance will be updated to reflect the Credit. If you have a Xero integration, the Credit Note will be synced with Xero at this point. |
| Complete | Select manually if the Credit is being offset against the Customer’s Account Balance or once a payment has been issued to the Customer. |
| Cancelled | Select manually to cancel the Credit Note and remove the Credit from the Customer’s Account Balance. |
Print or email a Credit
At the bottom of a Credit, click the Functions button to Print or Email the Credit.
Selecting Email Credit Note will open the Send Email form. The Email Title, Email Body, and Reply To fields will be auto-populated based on your Credits Email Template. The To field will be auto-populated with the Email saved on the Customer record.
You can edit any of those fields or add files before clicking Send. This email will be sent directly from your Workhorse system.
Credit field explanations
| Field | Mandatory? | Description |
| Credit Note Ref | Automatic | A sequential Credit Note number will be assigned when you save a new Credit. |
| Credit Date | Y | Defaults to today’s date. Click to select another date (past or future). |
| Status | Y | Defaults to Draft. Click to change the status and update the Customer’s Account Balance. Refer to Update the status of a Credit. |
| Customer | Y | Select the Customer from the drop-down list. If the Customer isn’t already in your system, use the button on the right-hand side to add a new Customer. |
| Tax Rate | Y | Auto-fills based on the Tax Rate selected on the Customer record. Click to select another Tax Rate for this Credit only. |
| Invoice | N | Select the corresponding Invoice from the drop-down list. You can still add Invoice Lines from other Invoices manually. |
| Notes | N | Add internal notes for reference. Notes entered here can be viewed from the Credits page table view. |
| Document Comments | N | Enter comments to appear on the printed Credit Note. |
| Currency | Y | Auto-fills based on the Currency selected on the Customer record (or selected Invoice if different to the Customer’s default Currency). Click to select another Currency for this Credit only. |
| Credit Net | Automatic | Auto-fills based on the combined Line Totals under Credit Detail. |
| Credit Tax | Automatic | Auto-fills the total tax for this Credit based on the Credit Net at the Tax Rate selected above. |
| Credit Total | Automatic | Auto-fills based on Credit Net + Credit Tax. |
| Paid Amount | Automatic |
If you have a Xero integration, this field will be auto-filled with the amount paid to the Customer. If you don’t have a Xero integration, enter the amount paid to the Customer here. |
| Xero Credit Note | Automatic | If you have a Xero integration, the Xero Credit Note number will be auto-filled here once the Credit Status is changed to Sent. |
| Xero Ref | Automatic | If you have a Xero integration, the Xero unique identifier will be auto-filled here once the Credit Status is changed to Sent. |
Credit Detail field explanations
| Field | Mandatory? | Description |
| Invoice | Y | Auto-fills if you’ve selected the corresponding Invoice in the Credits section. Click to select another Invoice to Credit for the selected Customer. |
| Invoice Line | N |
To credit a specific Invoice Line, select the Line from the drop-down list. This list will contain all of the Invoice Lines from the Invoice selected above. Selecting an Invoice Line will auto-fill the Quantity, Credit Price, and Tax Rate fields below. Leave blank to make a generic Credit against the Invoice selected above. |
| Credit Description | N | Enter a description for this Line. If no Invoice Line is selected above, this description will appear on the printed Credit Note. |
| Batch Controlled | Automatic | Auto-fills if the Product listed in the selected Invoice Line is Batch Controlled. |
| Return to Stock | Y | Defaults to No. If despatched Products are being returned and need to be received into stock, select Yes. |
| Receive Location | N | Defaults to Main. If Products are being returned to stock, select the Stock Location from the drop-down list to update your Inventory. |
| Quantity | Y | Auto-fills the Invoice Line quantity if an Invoice Line was selected above. Click to edit the quantity being credited. |
| Credit Price | Y | Auto-fills the Invoice Line Unit Price if an Invoice Line was selected above. Click to edit the Unit Price being credited. |
| Line Total | Automatic | Auto-fills based on the Quantity multiplied by the Credit Price. |
| Tax Rate | Y | Auto-fills the Invoice Line Tax Rate if an Invoice Line was selected above. Click to select another Tax Rate for this Credit Line only. |
| Note | N | Add internal notes for reference. |
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