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In Chase, there are two ways of adding a Supplier Credit Note.  This can be from:

  • the Add New button
    By creating a Supplier Credit Note from a job using the Add New button, you are creating a document that is not related to any other document. By not creating the Supplier Credit Note from a Supplier Invoice (and by not creating a Supplier Invoice from a Purchase Order), you are losing the opportunity to link those items together and report accurately.
  • the Supplier Invoice
    Supplier Credit Notes are raised against Supplier Invoices to record refunds received from a Supplier against a specific transaction. Creating a Credit Note from a Supplier Invoice links the two documents allowing for accuracy in reporting.

Find out how to:

Step-by-step guide

Creating a Supplier Credit Note from a Supplier Invoice

  1. Open the Supplier Invoice that you want to credit.
  2. Click the Shortcut Menu button on the Toolbar.

  3. Select Supplier Credit Note from the list that appears.

    The Create Supplier Credit Note screen appears. 

  4. Click on the drop down arrow on the first field, and select from a list of billing options.

    By default, new Supplier Credit Notes are created using credit option Credit the Full / Outstanding Value of Supplier Invoice

  5.  Enter the Supplier's credit note number in the Inv No. field.  This is to be used as the document's unique reference in Chase.

  6. To enter the date appearing on the Supplier's credit note, click the Calendar button on the Date field and select the required date. 

    In this example, 19 January was selected.

  7. To exclude a line in the Supplier Credit Note, untick the checkbox to the left of the line. 

    In this example, Print was deselected.

  8. Enter the actual amount from the Supplier's received credit note in the To be Credited column.

  9. The rest of the columns show helpful information, such as how much has been credited to date.

    To allow the Supplier Credit Note to be edited after creation, check the Create as Draft checkbox. To allow the Supplier Credit Note to be actioned immediately after creation, leave the Create as Draft checkbox unchecked. 

  10. Tick the Create as Draft checkbox to edit the credit note after creation. 

  11. To create the Supplier Credit Note, click the Create button.

    The Supplier Credit Note screen appears to allow you to complete the document.

    If you created the Supplier Credit Note with a status of Draft, check the document to ensure the details captured are correct. By default, most of the header information will be extracted from the Supplier Invoice from which the Credit Note was created. 

    The Attention field indicates the Supplier Contact to whom the Credit Note should be sent. 

    The Delivery Address field will populate with your agency's physical address. 

  12.  Once you have entered all the relevant information, click on the drop down arrow on the Status field and select Captured.  This is necessary if you created the document with a status of Draft.

  13. Click the Save button on the Toolbar to save all your changes.

Creating a Supplier Credit Note from the Add New button

  1. Open the Job Bag to which the Supplier Credit Note will be created. 
  2. Click the Add New button on the Ribbon.

    The Add New dialog appears.  

  3. Select Supplier Credit Note from the Document Types section.

    You can also double-click the Supplier Credit Note button to open the Supplier Credit Note form.

  4. Click the Create button.

    The Required Information dialog appears. 

  5. Enter the required date in the Billed Date field.

    The current date appears in the Billed Date field.  You can accept the automatically inserted current date, or click the Calendar button on the field to select the desired date.

  6. Enter the credit note number in the Supplier Document No field.  

  7. Click the Submit button.

    The Supplier Credit Note screen appears. 

    Notice that the Supplier Credit Note does not show any details of the supplier or line items that need to be credited. To inspect the Job for which the Supplier Credit Note was created, click the Job button in the Go To field.

  8. Click on the drop down arrow in the Supplier field, and select the Supplier that the credit note is to be created for.

    The Delivery Address field will populate with your agency's physical address.

  9. Click on the drop down arrow in the Attention field, and select the Supplier Contact. 

    In this example, Mark Henson was selected.

  10. Enter the Supplier's quote number, if one was provided, in the Quote No field. 

  11. Enter details about this Credit Note in the Details field. 

  12. Click the Add Line button to add work types that the Supplier is crediting work for.

    An empty line is added. 

  13. Click the drop down arrow on the WorkType field and select the Work types to be credited.
    In this example, Courier was selected.

  14. Enter the amount to be credited in the Amount field.

  15. Enter all the remaining work types for the Supplier Credit Note.
  16. Click on the drop down arrow on the Status field.

  17. Select Captured.

    Notice that once the status is changed to Captured, you are unable to edit some of these fields.

  18. Click the Save button on the Toolbar to save all your changes.