If a consignment freight charge has been incorrectly invoiced a credit note can be created and, if required, a debit note with the correct freight charge value.
The first step is to locate the invoice and invoice line in question that needs to be credited. This can be done by either searching for the Invoice Number or the Consignment Number using the Find screens.
Find the invoice using the invoice number
If searching for the invoice directly enter the invoice number if you know it, or select the Supplier and use a date range to narrow down your search. Once you can see the desired invoice in the search results click anywhere on the invoice row to open up the Invoice Details page.
Find the invoice using the consignment number
If searching for the invoice by using the consignment number enter the consignment number into the Find a Consignment search screen. This will display the consignment details which will list the freight charges and any associated invoices. Click on the invoice number to open the Invoice Details page.
Locate the invoice line
Once found click on the invoice number to view the Invoice Details screen, then select the View action on the Invoice Lines Summary to view all invoice lines.
From here you can select what action you wish to perform on the invoice line (consignment) in question by using the Line Actions listbox.
Your options can be summarised as follows:
Issue Credit: Issue a credit note for the amount invoiced. Used when either the consignment was cancelled and should not have been invoiced at all, or if a credit needs to be raised immediately however the new charge is not yet known. You can return and issue the debit note at a later stage.
Issue Credit & Reissue: Issue a credit note and reissue the correct charge in one go. This will generate a Credit Note and a Debit Note.
Change Status: Used when manually reconciling charges or for your customers to request Credits or PODs.
View/Add Comment: View or add any specific comments to the selected invoice line.
Create the draft credit note (and debit note)
The Issue Credit & Reissue option is the most commonly used as you would normally know the correct amount to be invoiced. Selecting this action will create a credit note and a debit note for the correct charge amount. The correct charge amount can be either entered manually, or used from the current consignment charge if it has already been recalculated to reflect the correct values.
In the example below consignment 5746407 was invoiced at 12 pallets, however it was later amended to show that only 11 pallets were actually moved. As the quantities on the consignment have been amended since it was invoiced, a new charge has been calculated. So you simply need to select the Use Calculated Charge option, then click the Confirm button.
This will do the following:
- Create a new draft credit note, or append to any existing draft credit notes for the same customer/supplier, for $289.40
- Change the original invoice line status to Credit Received.
- Add any comments you entered to the original invoice line and reference the credit note invoice number.
- Create a new draft debit note, or append to any existing draft credit notes for the same customer/supplier, for $265.29.
To view invoice line comments click the little note icon on the right hand side of each invoice line.
Create final credit invoice
Final steps to compete the credit process is to return to the Invoice Summary screen, and view the Draft invoices that you've created. If you're happy with these then select the invoices and click the Create Invoice button. The system will then create the PDF invoice documents and await your approval.