Field descriptions: Sales credit note

Field Description
Number

The sales credit note number.

If sequence number rules have been defined for the sales credit notes in the Sequence number assignment page, the credit note number populates automatically after you save the credit note for the first time.
Sales site

The item sales site.
Credit note date The sales credit note creation date.
Bill-to customer The customer to be credited.

Lines tab

Field Description
Gross price The item price before applying the charge or discount percentages.
Gross profit amount The gross profit for the line in the transaction currency. It's the total excluding VAT amount minus the stock cost amount.
Item name

The item the credit note is for.
Net price The net price is the result of the gross price minus the discount plus the charge percentages.
Origin
  • The origin is Return when the sales credit note is created from a sales return request.
  • The origin is Invoice when the sales credit note is created from a sales invoice.
Quantity in sales unit

The quantity of items in the sales unit.
Stock cost amount The stock cost for the line in the transaction currency. It's the line quantity multiplied by the item unit cost.

Detail panel for a sales credit note line

Information tab

Field Description
Item description

The item description defaults to the item. You can edit it if necessary.
Item name

The item the credit note is for.
Origin

  • The origin is Return when the sales credit note is created from a sales return request.

  • The origin is Invoice when the sales credit note is created from a sales invoice.
Provider site
  • For an invoice created from a shipment, the provider site is the ship-to address defined on the shipment. You cannot edit it.
  • For an invoice created manually, the provider site defaults to the bill-to customer primary address. You can replace or edit it. The provider site needs to be from the same company as the sales site.
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    Sales block

    Field Description
    Quantity in sales unit

    The quantity of items in the sales unit.
    Sales unit

    The item sales unit.

    Stock block

    Field Description
    Quantity in stock unit

    The quantity of items in the stock unit.
    Stock unit

    The item stock unit.
    Stock unit conversion factor

    The sales to stock unit conversion factor.

    The sales to stock conversion factor is managed on the item record.

    Price tab

    Field Description
    Charge The percentage of the item's gross price added as a charge. Charges can be added to cover things that vary with the value of the goods, such as insurance.
    Discount The percentage of a special discount applied to the item gross price.
    Gross price The item price before applying the charge or discount percentages.
    Gross profit amount The gross profit for the line in the transaction currency. It's the total excluding VAT amount minus the stock cost amount.
    Net price The net price is the result of the gross price minus the discount plus the charge percentages.
    Price origin

    The value displayed is automatically selected from 3 possible values:

    • Manual: When the gross price is entered or updated manually.
    • Base price: When the customer does not have a price list for the item and the item's base price is used for the gross price.
    • Price list: When the customer has a price list which is used along with any associated discount or charge percentages.
    Price reason

    When the price calculation process identifies a valid price list for the combination of values in the Sales site, Provider site, Bill-to customer, Item, Credit note date, Quantity in sales unit, Sales unit and Transaction currency fields:

    • The associated customer price reason is displayed in this field
    • The price origin is set to Price list

    Customer price reasons are managed in the Customer price reason page.
    Stock cost amount The stock cost for the line in the transaction currency. It's the line quantity multiplied by the item unit cost.
    Total excluding VAT The total amount for the credit note line without VAT. It's the quantity multiplied by the net price.
    Total excluding VAT company currency

    The total excluding VAT amount converted to the sales site company currency. It displays only when the company currency differs from the transaction currency.
    Total including VAT The total including tax amount for the credit note line. It's the sum of the total excluding VAT and the total VAT amount.
    Total including VAT company currency The total including VAT amount converted to the sales site company currency. It displays only when the company currency differs from the transaction currency.
    Total VAT The total VAT amount in the transaction currency.

    Address tab

    Field Description
    Consumption address
    • For an invoice created from a shipment, the consumption address is the ship-to address defined on the shipment. You cannot edit it.
    • For an invoice created manually, the consumption address defaults to the bill-to customer primary address. You can replace or edit it.
    This address is important because it is used when applying taxes to the items.

    Origin tab

    Field Description
    Document type The origin document type. It can be sales invoice or sales return request.
    Origin document number The origin document number and a link to this document.
    Status The origin document status.

    Line notes tab

    The notes you enter on this tab relate to the sales credit note line. If you want to add notes for the sales credit note in general, go to the Notes tab for the sales credit note.

    Field Description
    Add notes to customer document

    The switch to make the customer note text box available. If you keep this switch on, the notes print under the corresponding line on the PDF sales credit note.
    Customer line notes The text box where you can add customer notes. If the Add notes to the PDF document switch is on, these notes print under the corresponding line on the PDF sales credit note.
    Internal line notes

    The text box where you can add notes you want to share with your colleagues about the sales credit note line. Those notes are only for internal purposes. Customers cannot see them.

    Taxes window

    Field Description
    Amount The amount that is charged on the line after applying the tax rate to the taxable base.
    Category

    The tax category. For example, Value Added Tax. It's determined by the legislation and tax solution linked to the sales site company.

    Tax categories are managed in the Tax category page.
    Tax

    The tax is determined by the following elements:

    • The consumption site address
    • The customer bill-to address
    • The item tax group defined on the Item page and the tax determination rules defined on the Tax determination rules page
    • The customer legal entity

    You can change the tax. For example, Normal rate collected on debits has been selected but you can change it to Intermediate rate collected on debits.

     

    Tax and tax rates are managed on the Tax page.
    Tax rate

    The tax rate associated with the tax. It is used to calculate the tax amount to be charged on the line.

    Tax and tax rates are managed on the Tax page.
    Taxable base The amount for the line without the taxable charge.
    Total excluding VAT The total amount for the line without VAT.
    Total including VAT

    The total including VAT amount for the line.
    Total VAT

    The total tax amount to be charged on the line in the transaction currency.

    Information tab

    Field Description
    Creation number

    A creation number can be used when creating the credit note. When the credit note is posted, the final credit note number populates in the Number field on the header.

    Sequence number rules are managed in the Sequence number assignment page.
    Due date The credit note payment due date.
    Incoterms rule The Incoterms® rule defined on the shipment or the Incoterms® rule for the bill-to customer.
    Payment term The bill-to customer payment term.
    Printed This checkbox is selected when you print a posted credit note.
    Reason

    The reason the credit note is created.

    Credit note reasons are managed in the Credit note reason page.
    Sent

    This checkbox is only selected when you send the credit note to the recipient through the automatic email sending system.

    There's no indication if you send a printed credit note by email or by mail.
    Transaction currency

    The bill-to customer currency. It defaults to the currency of the bill-to customer on the invoice, or the sold-to customer on the sales return request, or the bill-to customer you have selected.

    Bill-to address

    Field Description
    Address line 1 & 2

    The address details.
    City

    The city or town where the address is located.
    Country

    The country where the address is located.

    County

    State

    Region

    Division

    The field label and formatting changes according to the selected country.
    Name

    The company or person at this address.
    Phone number

    The main phone number for the address.

    Post code

    Postal code

    The postcode or ZIP code according to the selected country.

    Totals tab

    Field Description
    Excluding VAT Total excluding VAT amount of all the lines in the transaction currency.
    Gross profit The sum of the gross profit amount of all the credit note lines.
    Including VAT Total including VAT amount of all the lines in the transaction currency.
    VAT Total VAT amount of all lines in the transaction currency.

    Summary by tax block

    This grid displays the total taxable base and amount, per tax, and per rate.

    For example:

    • All the credit note lines with the tax Normal rate collected on debits are summed on one line.
    • All the credit note lines with the tax Reduced rate deductible on debits are summed on another line.
    Field Description
    Amount The total VAT amount for the credit note lines matching the tax.
    Category

    The tax category.

    Tax categories are managed on the Tax category page.
    Jurisdiction The jurisdiction only applies if you are using the Avalara tax calculation. It displays the state, county or town for which the tax is collected.
    Rate

    The tax rate associated with the tax.

    Tax and tax rates are managed on the Tax page.
    Tax

    The tax.

    Tax and tax rates are managed on the Tax page.
    Taxable base The total excluding VAT amount of all the invoice lines that use the same tax.

    Amounts in company currency block

    Field Description
    Excluding VAT Total excluding VAT amount of all the credit note lines in the company currency.
    Including VAT Total including VAT amount of all the credit note lines in the company currency.

    Posting tab

    Field Description
    Accounting integration reference The reference in the accounting tool.
    Diagnoses An explanation of the error or errors that occurred during the posting process.
    Document number The document number and a link to the document.
    Document type The document type such as journal entry or accounts receivable invoice.
    Status The posting status.
    • Posting in progress: The posting is in progress.
    • Posting error: An error occurred during the posting.
    • Posted: The posting was completed with no error.

    Notes tab

    The notes you enter on this tab relate to the sales credit note. If you want to add notes for a particular line, go to the Line notes tab of the line detail panel.

    Field Description
    Add notes to customer document

    The switch to make the customer note text box available. If you keep this switch on, the notes print on the PDF sales credit note for the customer.
    Customer notes The text box where you can add customer notes. If the Add notes to customer document switch is on, these notes print on the last page of the PDF sales credit note.
    Internal notes

    The text box where you can add notes you want to share with your colleagues about the sales credit note. Those notes are only for internal purposes. Customers cannot see them.