Create a supplier credit note

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.

When you return a product or receive a refund, you can create a supplier credit note.

Tip: *If you frequently create supplier credit notes that contain the same information, you can save a supplier credit note as a template that you can reuse. For more information, see Create a recurring document.

Note: The supplier must have an active status for the supplier name to appear in the Supplier List. If the supplier is inactive, you need to type the supplier name in the Supplier List. You cannot select an inactive supplier from the Supplier List.

Office Accounting 2009 can save you time by automatically entering a preferred supplier name on a supplier credit note in certain situations. For more information, see About preferred suppliers.

  1. Do one of the following:

    Create a new supplier credit note

    1. In the Navigation Pane, click Suppliers.

    2. Under Start a Task, click New Credit Note.

    3. Enter the information on the supplier credit note.

    Create a supplier credit note from a purchase invoice that has not been paid

    1. In the Navigation Pane, click Suppliers.

    2. Under Start a Task, click New Credit Note.

    3. On the toolbar, click Create from.

    4. Follow the instructions in the Select a Purchase Invoice dialog box.

    5. Click OK.

    Create a supplier credit note from a purchase invoice that has been paid, a cash purchase or a credit card charge

    1. In the Navigation Pane, click Suppliers.

    2. Under Find, click Purchase Invoices and Goods Received Notes.

    3. Click the arrow next to Current View and then click All.

    4. Double-click the purchase invoice, cash purchase or credit card charge.

      Note: To find paid purchase invoices with a £0.00 balance, you can sort the list. Click the Balance column title to switch between ascending and descending order. An arrow indicates the sort order.

    5. On the Actions menu, click Create Supplier Credit Note.

  2. Add or delete product line items.

    Add an expense

    You can add an expense that is not specifically tracked, such as postage or freight.

    *The Job Name and Billable columns are activated if you selected the Use jobs check box, and the Department column is activated if you selected the Use departments check box in the Preferences dialog box.

    Note: You can enter a quantity, but it only appears on the supplier credit note; it does not appear on reports.

    1. Click the first column of the first open product line and then select Expense.

    2. Click the Name column in that product line.

    3. Click the arrow in the Name column and then do one of the following:

      • Select a financial account.

      • Add a new financial account.

        How?

        1. Click Add a new Financial Account.

        2. In the Select Account Type dialog box, select the nominal account type.

        3. Click OK.

        4. Enter the information on the Account form.

        5. On the toolbar, click Save and Close.

    4. In the remaining columns of the expense line, enter the appropriate information.

    Add a product or service

    You can enter a product or service.

    1. Click the first column of the first open product line and then select Product or Service.

    2. Click the Name column in that product line.

    3. Click the arrow in the Name column and then do one of the following:

      • Select a product or service.

      • Add a new product or service.

        How?

        1. Click Add a new Product.

        2. In the Select Product or Service Type dialog box, select the product or service type:

          • Service—Work performed, such as consulting or design.

          • Stock Product—A product that is purchased for sale and is tracked in stock and on the Balance Sheet report.

          • Non-Stock Product—A product that is purchased or sold but whose quantity is not tracked. Products purchased for company use are typically set up as non-stock products.

        3. Click OK.

        4. Enter the information on the Service form, Stock form, or Non-Stock Product form.

        5. On the toolbar, click Save and Close.

    4. In the remaining columns of the product line, enter the appropriate information.

    Add a comment

    You can enter a comment to the supplier.

    1. Click the first column of the first open product line and then select Comment.

    2. In the Description column in that product line, enter a comment or a description.

    Delete a product line item

    1. In the product line you want to delete, click the column to the left of the icon.

      An arrow appears and the product line is highlighted.

    2. Press DELETE.

    Add VAT

    1. Click the first column of the first open product line and then select VAT.

    2. Click the Name column in that product or service line.

    3. Click the arrow in the Name column and then select the appropriate VAT code.

    4. In the remaining columns of the product or service line, enter the appropriate information.

  3. You can do one or more of the following:

    Add a memo

    You can add a memo about the supplier credit note that is only visible internally. If you send the supplier credit note to a supplier, the memo does not appear.

    1. At the bottom of the supplier credit note, enter text in the Memo field.

    Add a reference

    You can add a reference, such as a supplier form number, that prints on the supplier credit note, to match up forms for the purchase.

    1. In the upper right of the supplier credit note, enter text in the Reference field.

    Link or unlink a file

    You can link one or more documents to a supplier credit note, such as documents related to the credit. Because they are linked, rather than included, if the documents change, you always see the current version.

    Link a file

    1. At the bottom of the supplier credit note, click Add Links.

    2. In the Select File To Link To dialog box, in the Look in list, click the location of the file.

    3. Click the file.

    4. Click Open.

    Unlink a file

    1. At the bottom of the supplier credit note, next to Add Links, click the name of the file.

    2. Press DELETE.

    Customise the supplier credit note form

    1. In the Navigation Pane, click Suppliers.

    2. Under Find, click Purchase Invoices and Goods Received Notes.

    3. In the Purchase Invoices and Goods Received Note List, double-click the supplier credit note.

    4. To add, remove or reorganise columns in the list, on the View menu, click Modify Layout.

    5. In the Modify Layout dialog box, do one or more of the following:

      • To add a column, click a field name in the Available fields list and then click Add.

      • To remove a column, click a field name in the Show these fields in this order list and then click Remove.

        Note: Fields with an asterisk (*) cannot be removed.

      • To change the order in which the fields appear, click a field name in the Show these fields in this order list and then click Move Up or Move Down.

    6. Click OK.

  4. Do one of the following:

    1. On the toolbar, click Save and Close.

    2. To create another supplier credit note, click Save and New.

    3. *To save the supplier credit note as a template that you can reuse, click Recurring.

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