Create credit note

In tracezilla, you can create a credit note in several ways. The correct method depends on the reason for the crediting.

Scenario/reason:

  • The unit price on a lot line must be corrected and a new invoice must be created

  • A discount must be added

  • A discount must be changed

  • The quantity of some SKUs needs to be adjusted

  • The customer was invoiced for some goods that they did not receive

  • The sales order need to be canceled

  • An invoice was mistakenly created for the wrong customer

  • Some goods must be sent back (read the tutorial on return orders)

  • A customer must be credited for some goods which should not be registered as part of the inventory again

  • A customer must be credited for all invoiced goods, which should not be registered as part of the inventory again, eg. damaged during transport

  • Credit note for a collective invoice (invoice based on several sales orders)

 

Please note! If you need to create a credit note to an invoice, which is sent via EDI, a credit note should be created for the entire invoice, as described in the section The unit price on a lot line must be corrected.

If in doubt, you can send an email to support@tracezilla.com - please describe the reason for the credit note and note the sales order number or invoice number.

 

 

The unit price on a lot line must be corrected

When the price of on a lot line needs to be changed e.g. from EUR 10 to EUR 8 per unit, a credit note must be created for the entire invoice.

  1. Go to the relevant sales order.
  2. Click the arrow next to the invoice. Select Go to.
  3. Click Create Credit Note. Confirm by clicking Create Now.
  4. Send the credit note to the customer.
  5. Click Go Back.
  6. Click Re-open order in the upper right corner.
  7. Click the lot line where the price is to be edited. The lot line opens so that the lot number becomes visible.
  8. Click the blue button with three dots. Select Edit.
  9. Correct the price in the field Unit price and click Save.
  10. Please note: If service lines have been added to the order, remember to update these. Click the tab Service Lines and then click Re-Calculate on the right side.
  11. When all corrections in the price have been made, click Create +/- invoice.
  12. Check that all information in the dialog window is correct. If needed, write a comment in the field Remarks.
  13. Click Create first as Draft to see a pro forma OR click Create invoice. The pro forma invoice can be deleted - an invoice cannot.
  14. If you have clicked Create first as Draft, you can view the document and then click Re-sync and Finalize. Send the document to the customer.

 

 

A discount must be added

If you forgot to add a discount to an order, you can either

  • credit the entire invoice, add the discount and create a new invoice
  • or create a credit note containing only the discount

Credit and create new invoice

  1. Go to the relevant sales order.
  2. Click the arrow next to the invoice. Select Go to.
  3. Click Create Credit Note. Confirm by clicking Create Now.
  4. Send the credit note to the customer.
  5. Click Go Back.
  6. Click the tab Service Lines.
  7. Click Create service line.
  8. Fill in the fields. You may want to look in the tutorial for service lines. Remember to enter a minus.
  9. Click Re-Calculate on the right side of the service lines.
  10. Click Create +/- invoice.
  11. Check that all information in the dialog window is correct. If needed, write a comment in the field Remarks.
  12. Click Create first as Draft to see a pro forma OR click Create invoice. The pro forma invoice can be deleted - an invoice cannot.
  13. If you have clicked Create first as Draft, you can view the document and then click Re-sync and Finalize. Send the document to the customer.

 

Create a credit note with the discount

  1. Go to the relevant sales order.
  2. Click Re-open order.
  3. Click the tab Service Lines.
  4. Click Create Service Line.
  5. Fill in the fields. You may want to look in the tutorial for service lines. Remember to enter a minus.
  6. Click Re-Calculate on the right side if more service lines have been added.
  7. Click Create +/- invoice. When the change results in a negative total amount, the document will be issued as a credit note.
  8. Check that all information in the dialog window is correct. If needed, write a comment in the field Remarks.
  9. Click Create first as Draft to see a pro forma OR click Create invoice. The pro forma invoice can be deleted - an invoice cannot.
  10. If you have clicked Create first as Draft, you can view the document and then click Re-sync and Finalize. Send the document to the customer.

 

 

A discount must be changed

If you have entered an incorrect percentage or an incorrect amount on a discount (service line), a credit note must be created for the entire invoice, the discount must be changed and a new invoice created.

  1. Go to the relevant sales order.
  2. Click the arrow next to the invoice. Select Go to.
  3. Click Create Credit Note. Confirm by clicking Create Now.
  4. Send the credit note to the customer.
  5. Click Go Back.
  6. Click the tab Service Lines.
  7. Click Edit next to the service line with the discount.
  8. Correct in the field Percentage/Price. Remember to enter a minus. If necessary, correct the text in the field Line text. Click Save.
  9. Click Re-calculate on the right side.
  10. Click Create +/- invoice.
  11. Check that all information in the dialog window is correct. If needed, write a comment in the field Remarks.
  12. Click Create first as Draft to see a pro forma OR click Create invoice. The pro forma invoice can be deleted - an invoice cannot.
  13. If you have clicked Create first as Draft, you can view the document and then click Re-sync and Finalize. Send the document to the customer.

 

 

The quantity of some SKUs needs to be adjusted / The customer was invoiced for some goods that they did not receive

  1. Go to the relevant sales order.
  2. Click Re-open order in the upper right corner.
  3. Click the lot line where the quantity is to be edited. The lot line opens so that the lot number becomes visible.
  4. Click the blue button with three dots. Select Edit.
  5. Correct in the field Quantity. Click Save. The goods goes back into stock.
  6. Please note: If service lines have been added to the order, remember to update these. Click the tab Service Lines and then click Re-Calculate on the right side.
  7. When all corrections have been made, click Create +/- invoice.
  8. Check that all information in the dialog window is correct. If needed, write a comment in the field Remarks.
  9. Click Create first as Draft to see a pro forma OR click Create invoice. The pro forma invoice can be deleted - an invoice cannot.
  10. If you have clicked Create first as Draft, you can view the document and then click Re-sync and Finalize. Send the document to the customer.

 

 

The sales order need to be canceled

Follow the steps below if a customer has been invoiced for an order to be canceled and the goods have not been shipped to the customer.

1) Go to the relevant sales order. 2) Click the arrow next to the invoice. Select Go to. 3) Click Create Credit Note. Confirm by clicking Create Now. 4a) Do you want to add a comment to the credit note? Do not send the credit note after creation. Click Goto credit note. Then click Edit in the center of the screen. Enter text in the Remarks field. Click Save. Click on (Re)-create Invoice Document. Tap E-mail on the right side and confirm with Send. 4b) If you do not want to add a comment, the credit note will be sent after creation. 5) Click Go Back. 6) Click Re-open Order in the upper right corner. 7) Tick all lot lines. Click Delete and then Delete chosen.

Please note that the goods that were previously available on the order goes back into stock.

In the case of direct selling from your supplier to the customer, the purchase order must probably be canceled as well.

 

If the purchase order is also to be canceled

  1. Go to the relevant purchase order.
  2. Click a lot line so that the line unfolds. Press the blue button on the right and select Edit
  3. Adjust the quantity to 0. Click Save.
  4. Step 2 and 3 are repeated for each lot line.
  5. Click Edit in the order header.
  6. Change Status to Finished. You can add a comment on the Remarks tab. Click Save.

 

 

An invoice was mistakenly created for the wrong customer

The overall steps are: 1) A credit note is created for the entire invoice. 2) The customer specified in the order header is changed. 3) A new invoice is created for the right customer.

Here are the three overall steps broken down into the specific steps:

A credit note is created for the entire invoice

  1. Go to the relevant sales order.
  2. Click the arrow next to the invoice. Select Go to.
  3. Click Create Credit Note. Confirm by clicking Create Now.
  4. Send the credit note after creation.

 

The customer specified in the order header is changed

  1. Click Go Back.
  2. Click Re-open Order in the upper right corner.
  3. Click Edit in the order header.
  4. Click the small cross next to the wrong customer’s name and enter the name of the right customer. Select the customer and the given location.
  5. Go to the tab Delivery Details. Correct the delivery address here as well.
  6. Click Save.

 

A new invoice is created for the right customer

  1. Click Create +/- Invoice.
  2. Check that all information in the dialog window is correct.
  3. Click Create first as Draft to see a pro forma OR click Create Invoice. The pro forma invoice can be deleted - an invoice cannot.
  4. If you have clicked Create first as Draft, you can view the document and then click Re-sync and Finalize.
  5. Send the invoice to the customer.

 

 

A customer must be credited for some goods which should not be registered as part of the inventory again

There can be many reasons why the goods should not go back into stock. For example, the goods may be damaged during transport.

  1. Go to the relevant sales order.
  2. Go to the tab Service Lines.
  3. Click Create Service Line.
  4. Enter a text that should appear on the document in the field Line text.
  5. In the field SKU on Order, select the SKU for which the customer receives a refund.
  6. Select the category Financial.
  7. Select a Calculation Method e.g. Per unit. Select a Unit and Quantity.
  8. Enter a unit price. Remember to enter a minus. Click Save.
  9. Click Create +/- Invoice in the upper right corner. When the change results in a negative total amount, the document will be issued as a credit note.
  10. Check that all information in the dialog window is correct. If needed, write a comment.
  11. Click Create first as Draft to see a pro forma OR click Create Invoice. The pro forma can be deleted - a credit note cannot.
  12. If you have clicked Create first as Draft, you can view the document and then click Re-sync and Finalize. Send the document to the customer.

 

 

A customer must be credited for all invoiced goods, which should not be registered as part of the inventory again

There can be many reasons why the goods should not go back into stock. For example, the goods may be damaged during transport.

1) Go to the relevant sales order. 2) Click the arrow next to the invoice. Select Go to. 3) Click Create Credit Note. Confirm by clicking Create Now. 4a) Do you want to add a comment to the credit note? Do not send the credit note after creation. Click Goto credit note. Then click Edit in the center of the screen. Enter text in the Remarks field. Click Save. Click on (Re)-create Invoice Document. Tap E-mail on the right side and confirm with Send. 4b) If you do not want to add a comment, the credit note will be sent after creation. 5) Click Go Back. 6) Click Finish (No Invoice).

 

 

Credit note for a collective invoice

In tracezilla you can create a collective invoice, ie. an invoice for multiple sales orders. You can read more about how to create a collective invoice here.

  1. Click Sales in the top menu and select Invoices in the dropdown menu.
  2. Use the filters on the left side to search for the collective invoice. Search, for example, by number or a customer.
  3. Click the invoice. In the upper right corner then click on Create Credit Note. Confirm by clicking Create Now.
  4. Send the credit note.

Please note! The sales orders on which the invoice was based will have the status of Partly Invoiced and will be among the open orders. The items on the sales orders will still be reserved.

 

If you need to create a new invoice due to a change

  1. Click Sales in the top menu and then go to Orders.
  2. Find the order where a change is to be made.
  3. Make the change in SKU, unit price or service lines.
  4. Please note: If service lines have been added to the order, remember to update these. Click the tab Service Lines and then click Re-Calculate on the right side.
  5. Click Sales in the top menu and select Invoices.
  6. Click Create Collective Invoice in the upper right corner.
  7. Select the customer you want to invoice.
  8. Select an invoice date.
  9. Fill in other relevant information in the window.
  10. Click Create first as Draft to see a pro forma. Click on View document and check that all the relevant sales orders are included and that the document looks correct.
  11. Click Re-sync and Finalize. Send invoice to customer.

 

If the sales orders are to be canceled completely

  1. Click Sales in the top menu and then go to Orders.
  2. Go to the first of the sales orders on which the collective invoice is based.
  3. Click Re-open Order in the upper right corner.
  4. Tick all lot lines. Click Delete and then Delete Selected.
  5. This is repeated for all the sales orders that were on the collective invoice in question.

Please note that the goods that were previously available on the order will go back into stock.

Outline