A credit note is required to make adjustments to invoices in byondpro, both to correct administrative errors, and to arrange customer refunds.
Credit adjustments are prepared in the sales order screen. If the source invoice number is available, byondpro will pre-populate all line items from the original document. All lines can be edited as needed.
If the credit note includes right of interment items, the associated cemetery location will be cleared of previous sales information (sales date, holder of right person link) and the location sales status will be set to available for sale.
The credit note process checks for pre-need items for the reference person and invoice number and marks any corresponding items as redeemed.
Adding new Records
New credit note records are created on the sales screen within the context of a Sales & Booking record.
The document type is changed from Quote to Credit Note and the originating invoice number is selected from the Credit Note Invoice Number lookup. Byondpro then inserts Authorising Person and Reference, items, quantities and prices from the source document. The unit price and quantity can be edited on any line item. Line items not being credited can be removed/deleted.
Where the originating invoice number is not present in byondpro, the order header information and item details can be manually inserted.
Button Functions
Button
Description
Save
Creates the order header record
Cancel
Cancels the data entry process and returns to list of sales orders
Change Attributes
Switches the screen to edit mode
Add Item
Opens item entry screen to add general services and products to the credit note
Add Location
Opens cemetery location selection screen to add Right of Interment products to the credit note
Create Credit Note
Assigns a Credit Note number.
When credited, all edit functions are removed from the screen, including Change Attributes, Add Item, Add Location
Print Credit Note
Report link to print/email credit note to customers
Order Header Fields
Field
Description
Associated Business Process
Bill To
Bill To Company
Look up to Company records
The sale will be credited to this company.
Pre-fills with company entered on sales summary screen. Can be edited.
Bill to Applicant
Look up to Person records
The sale will be credited to this person.
Restricted to current (living) persons.
If bill-to company is pre-filled, entry in this field will clear the company value.
Authorising Person
Look up to Person records
Pre-fills with authorising person entered on sales summary screen. Can be edited.
If this field is left blank when the credit note invoice number is selected, will fill with Person that authorised the original invoice.
Reference
Look up to Person records
The credit note is prepared in reference to this person (pre-need or deceased)
Pre-fills with reference person entered on sales summary screen. Can be edited.
If this field is left blank when the credit note invoice number is selected, will fill with Reference person from the original invoice.
SalesPerson
Look up to staff records (salesperson)
Pre-fills with the logged in user. Can be edited.
Sales & Booking ID
Hyperlink to the parent Sales & Booking record.
Create New Person’ button is now available on this screen.
Order Header
Document Type
Selection list.
Change to Credit Note
Order Date
Date order header is created
Status
Selection list indicates sales order progress
Document type Credit Note: open, posted
Status Change Date
Date populated when status is changed
Description
Order header document number
System generated, with pattern:
ORD-TRN-SalesID-00#
Site
Cemetery site (read only)
Invoice/Credit Note Date
Date Tax Invoice/Adjustment number assigned
Field label shown depends on document type
Document Number
Tax Invoice / Adjustment (credit) number assigned
System generated next sequential number
Credit Note Invoice No.
Look up to Invoice documents associated with bill-to company or person
If selected, item grid will pre-fill with corresponding items, quantities and prices from originating invoice. Can be edited.
Reason for Credit Note
Selection list of reasons for Credit Note to be issued
Pre-Need
Checkbox indicating Pre-Need item
System will automatically search for matching pre-need entries and set to redeem
Terms
Look up to Terms
Selections restricted by bill-to company or person in accordance with terms configuration.
Details
Free form text box
Prints as notes/comments onto quote, invoice and credit note forms issued to customers.
Totals
Total Tax Included
Tax calculation summary (read only)
Total $
Total credit note summary (read only)
Add Item / Add Location
Field
Location
only
Description
Associated Business Process
Pre-Need
N/A
System will automatically search for matching pre-need entries and set to redeem
Order Header
Order Description (read only)
Location
Y
Look up to Cemetery Locations
When credited, location record is changed:
Sales status is changed to available for sale.
Date of sale field is cleared
Holder of right field is cleared
Tenure status and expiry date are cleared Other location values should be manually checked and cleared if necessary
Tenure Period
Y
N/A
Tenure Expiry Date
Y
N/A
Item Number
Look up to product codes
Searches based on item code or item description
Add Location: pre-fills with item code linked to location record
Reference Location
Look up reference location code
Description
Text description for product
(read only)
Pre-fills from corresponding item number
Unit Price
Numeric value
Pre-fills in accordance with item pricing rules. Dependent on site, location tenure and pricing validity date range.
Ability to edit unit price is controlled by item code.
Quantity
Numeric value
Pre-fills with quantity of 1.
Negative entries accepted to apply balancing entries, but total credit note value must be positive on screen (will be recognised as negative for reporting, adjustment purposes)
Extended Price
Calculated value
Unit Price * Quantity
Extended Total Tax
Calculated value
Dependent on category and item tax code settings
Tax Class
Text value
(read only)
Identifies if item/pricing is set to include tax % calculations
Action Buttons
Save & Close
Inserts the item entry to the sales order and closes the screen
Save & New
Inserts the item entry to the sales order screen and clears the screen for new entry
