Select Credit Lines

This form is displayed when the New Line command button is selected on the Miscellaneous Credit form. If an Invoice Number has been selected for the credit note then the system displays this form which displays only those charge item lines that are present on the Invoice Number that has been selected. Click on the item line to be credited (a tick is placed against the line in the grid) and select the OK command button. This item line is then added to the grid.

Tip: If the Invoice Number field is not populated then the system simply displays the Amend Credit Note Line form for selection of a charge code to be credited.

To select a credit line:

1. From the Miscellaneous Invoicing form select the icon.

   The Create form is displayed.

2. Select the Credit option.

   The Miscellaneous Invoicing form is displayed.

3. Enter as many details in the miscellaneous credit header as required.

   Typically, the miscellaneous credit may be linked back to an existing agreement via the Agreement Number field. Alternatively, a miscellaneous credit may simply be produced for a Sales Account.

4. Select the immediately to the right of the Invoice Number field to display an Invoice Search form. This displays all of the invoices that have been generated against the currently selected Sales Account and allows selection of an invoice to be credited. If the miscellaneous credit is linked directly back to an agreement (via the Agreement Number field) then the system simply displays the Amend Credit Note Line form for selection of a charge code to be credited.

5. Enter a Credit Reason Code. This is a mandatory field for the production of a credit note.

6. Select the New Line command button. Because an Invoice Number has been selected for the credit note then the system displays the Select Credit Lines form. This form display only those charge item lines that are present on the Invoice Number that has been selected. Click on the item line to be credited (a tick is placed against the line in the grid) and select the OK command button. This item line is now added to the grid.

7. Select the icon.

   The Print form is displayed.

8. Select the Credit Note option.

   A Credit Note Printed form is displayed; this form displays the credit note/document number.

9. The credit note is printed and the credit/document number is now displayed in the Title Bar. The system closes the current credit note and returns to the Miscellaneous Invoicing form.

   The record that has been created may now be seen in the Miscellaneous Search form. Notice it has a document Type of C to denote Credit Note and it now has an Inv Date and Invoice number (not to be confused with the record number).

Select Credit Lines form

This form is divided into three parts that are as follows:

Title Bar

In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.

Select Credit Lines Dialogue Box

The Select Credit Lines dialogue box contains a grid displaying credit lines relating to the agreement or invoice number that has been selected within the Miscellaneous Credit form. The following details are displayed:

Blank cell: A blank cell. When the required item line is selected to be printed then this cell is populated with a tick.

Code: Displays the charge line code relating to the selected invoice (or, in the case of a selected agreement, related invoices).

Description: Displays the description associated with the charge code (set up within the Charges table.

Quantity: For many charge lines the quantity may be automatically assumed as a value of 1. However, if the charge code is defined a a Factor type within the Charges table then the system may display a different value. For example, if an item line is to be created for fuel then this may be a factored charge (i.e. a given number of litres at a cost of so much per litre) and therefore a quantity and price per are displayed.

Price: The unit price.

VAT code: The VAT code applicable to the charge.

Goods: The full net value of the charge is entered here. In the case of a Factored charge (such as fuel, for example) this value is automatically calculated as the Quantity multiplied by the Price.

VAT: The Net Amount value multiplied by the value held against the associated VAT Code. This field cannot be edited

COMMAND BUTTONS:

OK: Confirms the selected credit line(s) in the grid and returns the line to the main grid in the Miscellaneous Credit form to be credited.

Cancel: Returns to the Miscellaneous Credit form without selecting a credit line.

Help:Displays online context-sensitive help using the default browser.