How to Issue Credit Note (Cancel or Waive Invoice)

How to Issue Credit Note (Cancel or Waive Invoice)

Introduction

In Customer Credit Notes entry page, you can issue a Credit Note to the owners/debtors in order to cancel, waive, adjust or provide discounts for invoices. After issuing the Credit Note, it has to be allocated against outstanding invoices. 

You can review the existing Credit Note records at Sales > Inquiries > Customer Transaction Inquiry > Credit Notes. To change the allocation, go to Sales > Transaction > Allocate Customer Payments or Credit Notes.

 

How to Issue Credit Note

1. Go to Accounting > Sales > Customer Credit Notes to key in the Credit Note.

 


2. Select the owner/debtor at the Customer dropdown and the appropriate Date.

 


3. Next, select the applicable Credit Note item from the Item Description dropdown. For example, choose “Security Fees” if you need to cancel previous Security Fees invoices.


4. Key in the total amount to be cancelled or waived under Price. Click on “+” button to add this line to the Credit Note.


5. The Credit Note Total line will display the updated Credit Note document amount. 

 


6. Next, click on Process Credit Note button to enter into system.

 

How to Allocate or Change Allocation for Credit Note

1. At the Credit Note entry success page, click on the “Allocate this Credit Note to Invoice” link to allocate against or knock-off the relevant outstanding invoices.


2. You will be redirected to the Allocate page for the new Credit Note. Scroll down to the table for outstanding invoices.

  


3. Otherwise, if you skip this step now, you can also perform allocation later. Go to Sales > Inquiries > Allocate Customer Payments or Credit Notes page.

 


4. Select the owner/debtor at the Customer dropdown. The listing below displays all open credit documents (including Customer Payment, Customer Credit Note, credit Journal Entry). Refer to the Left to Allocate column for the remaining balance that can be allocated to invoices or set as Advance Payment. Click on the Allocate button (double arrow) to proceed with allocation.

 


5. At the Allocate page, under the This Allocation column, key in the allocation (knock-off) amount or click on the All button at the right to allocate to the relevant invoices.

 


6. If there are no outstanding invoices, you can set the balance as an Advance Payment. Steps to add Advance Payment (Refer to the Advance Payment User Guide for more details):

i. Under the Advance Payment section, select the relevant Charge Type from the dropdown menu and enter the Amount. Click + to add the line to the Credit Note.   
ii. You can add multiple Charge Type as Advance Payment allocation items to the Credit Note.   
iii. To edit the Amount for a Charge Type that you have already added, click on X to remove the item and repeat step (i) above to add the item again.      
iv. Select the required Advance Payment Date Range.

 

7.  Finally, click on the Process button to save the allocation. If the Credit Note is allocated to existing invoices, the credited amount will also be uploaded to i-Neighbour.

 

How to View Records of Existing Credit Note (View, Edit, Print & Email)

1. To view a list of Credit Note records in the system, go to the Sales > Inquiries > Customer Transaction Inquiry page.

 


2. At the Customer dropdown, you can either choose “All Customers” or an individual owner/debtor.

 


3. Select the “Credit Notes” transaction type and the required date range, then click on the Search icon.

 


4. You can click on the Export button to export the information in the listing to an Excel file. For more details (including any allocation to invoices), click on the Reference.

  

5. Additionally, you can click on a few other icons in the listing.

Icon

Description

Click to view the General Ledger (GL) double entry.

Click to edit the Credit Note. Edit is only allowed if the Credit Note has not been uploaded to i-Neighbour.

Click to view or print the Credit Note (pdf).

Click to email the Credit Note to owner/debtor.

How to View Credit Note in i-Neighbour (Admin Login)

1. To check the invoice balance inside i-Neighbour, login to i-Neighbour. Go to E-Billing > Invoices page.

 

2. Click on the Search bar and key in the relevant Invoice No. to search for the invoice. In the listing below, the Total Outstanding column will display the latest invoice balance after deduction from Credit Note and the Status will also be updated to Paid if already fully settled.

 


3. You can click on this invoice to view the invoice listing just for this owner. Click on Edit/View icon to see more details including the Credit Note details. 





Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.

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