Introduction:
Purchase Credit Notes are used to offset a cost, or portion of cost that has already been billed and accounted for. In the case of a Purchase credit note, this would be specific to subcontractor related costs.
Credit notes can associated to:
Specific costs associated to a Trip, or portion of a trip executed by a subcontractor.
A standalone cost that has been incurred by a subcontractor, where payment responsibility has been attributed back to the Main carrier.
In both instances, the subcontractor will issue a purchase credit note that will account for the costs incurred that require the credit. As this is considered Income, it must be accounted independently to a sales credit note, therefore a Purchase Credit Note should be issued.
Key Functions:
Creating/editing/deleting/viewing purchase credit notes
Calculated costs will update to take into account purchase credit notes, reflecting the lower costs.
Creating custom CSV/Excel exports
Generating documents for purchase credit notes (self billing flow)
Restrictions*:
Purchase credit note support for accounting integrations.
Purchase credit note document scanning.
Configuration:
To enable Purchase Credit Notes, navigate to CONFIGURATION menu and 'Organisation Settings'. This function can be enabled in the Feature Flags panel, by toggling on the 'Purchase credit notes enabled' toggle. Click SAVE.
Tasks
Create workflow task around the Purchase credit note process.
Task for credit notes are manual, adding tags improves visibility.
Purchase Credit Note List View:
The List view is organised into Status tabs to easily find and process credit notes.
Click 'Quick Actions' to perform actions in bulk. This allows multiple records to be updated at the same time.
To create a new standalone credit note, click 'Create Purchase credit note'.
To update an existing credit note, click on the number or in the row to open the details page.
Use the 'Edit Columns' to display any additional data columns from the available list. Column positions can be adjusted by dragging to the desired position.
Purchase Credit Note Detail View:
To create a Purchase credit note, which is NOT associated to a trip, use the 'Create Purchase credit note' button.
Select if creating the credit note in Draft or Credited status
General details required will be slightly different if creating based on a draft vs credited status
It is also possible to create the Purchase credit note by uploading the document
To add charges these need to be added as 'Standalone Cost Charges'.
Cost charges linked to specific trips cannot be added from this page yet.
Select from the charge types available, it is possible to re-name, and also enter a description if more clarification is required.
Add the Costs and tax rates
Click SAVE.
Use the dropdown menu to modify/move the existing charge.
Use the pencil icon to edit the specific charge. Update the information and click SAVE.
Purchase Invoice Detail View:
Create purchase credit note linked to specific trips. From the existing purchase invoice, select the trip to credit.
Use dropdown menu 'Remove/move selected charges' to select 'Create purchase credit note'.
The Create Purchase credit note window will open. Select the appropriate action to create the New purchase credit note, in draft or add to an existing invoice.
When the credit note is created, it is possible to update the costs to reflect the credit amount. Use the pencil icon on the charge line to open the 'Edit Charge' window. The credit amount can be added to the 'Amount' field. Click SAVE.
NOTE: When creating the purchase credit against a specific charge line, it will default to the full amount.
The credit note will show on the Original Bill.
Purchase Invoice with credit note:
When a credit note is applied to an existing Purchase invoice, the Bill-CN (or similar) label will show in the costs, with the credited amount added.
Adfinity accounting integration supports exporting purchase credit notes to the accounting system. Additional functions will be added as this feature develops.
Please contact your Account Manager if this is a feature you would like to activate on your account.