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• Job Code is the job this credit relates to.

• Client is the client Company of the credit note and is populated automatically with the selection of the Job.

• Billing Address defaults to the job's default, but can be changed to any address for the Client Company.

• Billing Contact defaults to the job's default, but can be changed to any person listed under the Client Company.

• Credit Note Title is the billing title defined on the Job, defaulting to the job description, but can be modified here or the default in Job Maintenance.

• Invoice Format determines what type of report is generated when sending the invoice to the client.

• Email Option can be chosen from the following, where Company Postal is the default Postal Address in the Client Company:

  • To Billing Contact Only

  • To Billing Contact, CC Company Postal

  • To Company Postal, CC Billing Contact

  • To Company Postal Only

• Credit Note Number is automatically generated based on the Setting "Next Job Credit Number". This setting can be altered to produce different ranges of invoices based on FinCo, Location, Profit Centre, or Global.

• Apply Number is mandatory and is used to select the original Job Sales Invoice this Credit Note will be applied to. There is a search facility to find the right invoice, which shows a list limited to the Invoices for the Job on this Credit Note. It displays Invoice Number and total, to help users select the correct Invoice.

• Credit Date defaults to today's date but should be updated to reflect the intended date of the Credit Note.

• Year/Period results from the Invoice Date selection.

• Credit Reason is used to indicate internal reasons that may be helpful to the Accounts team. These reasons can be created and maintained from Statuses with a Type = Credit Reason.

• Credit Note Status can be one of the following:

  • New means that it has been created, but not yet approved. It may or may not need additional data before being approved.

  • Assigned means it has been assigned to someone to possibly help or review or edit before is submitted for approval.

  • In Progress once it has been submitted into the approval workflow.

  • Approved means that an authorised approver has approved this document, indicating that it is ready to be sent to the client. It can be unapproved at any time and edited. Click on Final Invoice to be able to send it to your client.

  • Updated means that the credit has been exported with its batch to the financial software. The credit cannot be edited to retain consistency with the financial software.

  • Cancelled means that someone clicked Cancel in the invoice, removing all credit lines but leaving a record of the cancelled credit.

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• Comment is a free text area to include messages or notifications on the invoice. This is visible to the client in standard reports.

• Internal Comment is a free text area to include messages or notifications or reasons for the Credit and is not visible on any of the Credit Notes report formats, so it is not visible to the client in standard reports.

• Due Date is determined by the Client Company's payment settings but can be manually changed.

• Log No can be used if this Credit Not is related to a Service Desk Log.

• Billing Type is determined by the Job Maintenance settings.

• Batch displays the AR Invoice batch number that this invoice is located in, and is populated automatically after the invoice has been finalised.

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• Job Value is always 0 on a Credit Note.

• Order No is derived from the Job Maintenance field of the same name and can be manually entered/updated here. This is the Client Company's PO number given to you.

• FC Rate is the Foreign Currency rate.

• Currency is the Currency derived from the client Company.

• Created By is the User that created this AR invoice.

• Approved By is the User that approved this AR invoice.

• Created Date is automatically populated when the invoice is created, and is not necessarily the same as the Credit Note Date.

• Edited Date is the last date that this credit note was edited.

• Printed Date is currently unused.

• Approved Date is the date that the Approved By user approved this credit.

• Updated Date mirrors the Edited Date field.

• Cancelled Date logs the date that the Cancel button was clicked.

• Job Completed Date tracks when the Job was marked as completed.

• Job Finalised Date tracks when the Job was marked as finalised.

The extension columns are for the Extension Type ‘JobCredit’ and the ‘Web Portal’ view. Read more about extension columns in Extension Columns help page.

Use this feature to create custom fields to capture additional data that is relevant for you in the context of your specific projects.

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This section is populated manually by adding lines with the +New Line button.

Job is limited to the Job on the Header and any of its subjobs.

• Job is the job this invoice line relates to in the instance of subjob billing. is limited to the Job on the Header and any of its subjobs.

• Sales Code is the Sales Code that this line uses, directing the General Ledger codes to the correct place.

• Description is usually defaulted to the Sales Code but can be modified.

• Work Centre is used if you are employing Work Centre-level revenue tracking, otherwise it can be left blank.

• Quantity, Rate, Value must be manually entered for the Credited value.

• Value is the combination of all input lines.

• GST is calculated based on the GST Type. This can be manually adjusted if needed.

• Total is the GST-inclusive amount of the line.

• GST Type uses the GST Type settings from the Sales Code. This can be manually adjusted if needed.

• Details can be added here or used the general Comments field on the Details section.

• The Bin icon is used to delete the lines that were saved and are not wanted anymore.

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With Workflow Approvals

• Report Text allows you to select from predefined Header and Footer Report Text Templates that will appear in the report document.
  An html editor can be used for basic formatting. Note that even though the editor allows more complex formatting, this won’t be recognised by the report engine when creating the PDF. The report technology used is Microsoft SSRS, and this limitation exists within SSRS.
  What SSRS Does Not Support Natively: 

  • Inline CSS styles (style="font-size: 24px;", color, text-decoration)

  • <span> or <div> elements with formatting

  • Text alignment, strikethroughs, or advanced layouts
    
    

• Print will open the default report, or you can click the ^ button to open a list of available reports. The report can then be sent to the appropriate person or printed.

• Attachments opens the attachment window, allowing you to attach files to this document. These attachments can then be selected and attached when emailing the Credit Note to the client.

• Workflow | Messages button will only display when approvals of the Job invoices are being done using Workflow Schemas for approvals (Control Parameter Job Invoice Approval Process = Workflow). It will display the workflow history and any messages sent using the workflow functionality.

• + New Line to add any additional lines.

• Cancel will convert the credit note to a cancelled state retaining the Invoice Number. Consider whether reusing/repurposing an invoice is more appropriate than cancelling.

• Assign or Submit the document through a Workflow. Approving a credit note locks it from being edited, but it can be unapproved to make changes. This cannot be done once the document has been finalised.

• Save commits any changes to the database. Be sure to save before navigating away from this page.

• ← To Invoice List returns you to the Job Sales Invoices screen.