Credit Notes

Purpose

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
Change	Switches item to edit mode
(Change &) Delete	Removes item entry from sales order (credit note)