Via be.ENERGISED you have the possibility to create manual credit notes.

 

Please note that the associated rights are required for creating and editing credit notes. Not every be.ENERGISED license has access to these rights. Therefore, check whether your license includes the respective right and whether you have to activate it for your user group, if necessary. More information about the general rights management can be found here.

 

Creating manual credit notes is not much different from creating manual invoices. How to create manual invoices can be found here.

 

Creating a manual credit note

Please note that there may be a cost for creating a manual credit note (or invoice) depending on your license and completed contract terms. These costs are incurred as soon as you complete the credit note. There are no costs for a credit note in draft status.

 

There are two ways to create a manual credit note. The first is to create a manual credit note that is not based on an existing invoice. The second is to create a manual credit note based on an existing invoice, which should be canceled with it.

 

First, we will go over the first option, where a new manual credit memo is created from scratch.

 

Create a new manual credit note

In be.ENERGISED, go to Finance/Record-keeping and click on "Credit notes" and then "Create Credit note".

Then enter the basic data of the credit note.

 

Name: specifies the name/description of the credit note. The name of the credit note is only visible to you in be.ENERGISED. The recipient of the credit note will not find this name on the created credit note.

 

Contact: is the credit note recipient. The must be created under CRM/All customers. Only created contacts are available for selection here. You can find more information about CRM in this article.

 

Invoicing configuration: here you select the appropriate invoicing number range you created previously (configured under Finance/Settings/Invoicing numbers). Only the invoice number ranges that have been set in the field "Valid for document type": Credit note are available for selection here.

You can find more information about the configuration of invoicing numbers here.

 

Currency: here you select the currency for this credit note.

 

Date of document: indicates the creation date of the manual credit note. This date will then also be visible on the credit note to the recipient.

 

Language: specifies the document language. This cannot be changed afterwards! 

 

Reference: is an internal reference for you. This is not visible for the recipient on the credit note.

 

Customer reference: this is the reference for the customer, i.e. the recipient of the credit note. This reference is displayed on the final credit note in the top right corner in the so-called info field. This field serves as an aid for the recipient to be able to allocate the credit note.

Reference and Customer reference are optional fields and do not have to be filled.

 

After you have entered all data, go to "Save" and you will be redirected to the next view for further configuration of your manual credit note.

 

Detail configuration

A credit note can only be edited or deleted as long as it is in "Draft" status! This is only possible with manually created credit notes. Automatically generated credit notes are immediately created by the system in the status "Open".

 

Receiver contact

The recipient cannot be changed after the credit note has been created.  

You have the option to add a contact person. Once this has been entered, the contact person can still be changed, but not deleted. 

 

Delivery contact

If there is a requirement for a different delivery address, a separate delivery contact can be selected from your CRM contacts. 

 

Document details

Customer number: Indicates the customer number of the recipient. By clicking on the number, you will be redirected directly to the contact data sheet of the recipient.

Reference: See basic data of the credit note.

Customer reference: See basic data of the credit note.

Order date: Here you can enter the date when you received the order. This field is more relevant for invoices than for credit notes.

Payment term: Here you can see the payment term that is set as the default payment term for the recipient CRM contact. If no payment term is defined for the CRM contact, this field is empty for the time being and you have to define a payment term manually. The payment terms are printed below the line entry items on the credit note.

Sales employee and Editor: The contact assigned here can be selected from your created users under "User management".

Document language: Has been entered when creating the invoice. Cannot be changed in this step.

Document layout: If no layout has been defined in the selected invoice number range under "Document layout configuration", then the standard layout is automatically defined here. Otherwise, the invoice layout specified in the invoice number range is assigned. However, you can still change this afterwards by selecting from your created invoice layouts here. 

 

Add line entry

When creating a manual credit note, you can individually add the desired line entries for articles, goods or services here. You achieve this under Add line entry/Add manual line entry.  

 

"Line entry data" tab

Line entry name: Name of the item/article.

Detailed description: here you can describe the item/article in more detail

Then you can enter the quantity, price and tax rate for the item. Under Tax rate you can select the tax rates that you have created under Finance/Settings/Tax configuration.

 

"Accounting" tab

Here you can fill in the revenue or expense account. Please contact your accounting department if you have any questions about the revenue account or the expense account.

 

Please note that although it is not mandatory to specify a revenue account, failure to do so will result in a warning in the "Accounting" tab of the invoice, indicated by a red warning triangle.

 

"Logistics" tab

A delivery date or a desired delivery date can be entered here. The delivery date is printed on the credit note. The desired delivery date is not visible in the credit note PDF.

 

When everything has been entered according to your wishes, click on "Add manual line entry". 

You will perform these steps for each item you want the manually created credit note to include.

 

"Comments", "Accounting", "Sales process matrix"

 

Under Comments you can add comments that are intended for your company internally. Furthermore, you can also see there to whom the credit note was sent. 

Comments can be added only if your license has the corresponding right. This right is not included in every license. Therefore, check whether your license includes the respective right and whether you have to activate it for your user group, if necessary. More information on general rights management can be found here.

 

Under "Accounting" you will find a detailed list of all items with their prices and tax rates. The revenue account is entered manually by you as described above. The tax account is the account that you entered in the tax rate (Finance/Settings/Tax configuration) in the item "Account no."

 

In the "Sales process matrix" you will find a list of all items and you can follow the sales process.

 

Confirm document

As soon as the credit note has been configured, you can finalize it via CONFIRM DOCUMENT. Before you finalize the document, it is still possible to delete it. After finalizing the document, this is no longer possible. You can also save the draft credit note as a PDF before finalizing it. This serves as a preview and shows you the credit note as it is currently created.

After the document is finalized, your credit note will change to "Open" status.

"Open" credit notes can then be emailed to the recipient, canceled (an invoice will automatically be created here), and after the payment has been made, the document can be marked as "Completed".

 

Manual credit note: Cancellation of an invoice

In be.ENERGISED, invoices are cancelled by creating a corresponding credit note.

To do this, go to an invoice that is either in "Open" or "Completed" status. 

 

New document type: Is then credit note.

Name: Can be changed. By default, the name of the invoice is entered.

Invoicing configuration: Here you have to enter the correct invoicing numbers for the credit note.

Date of document: Today's date is automatically entered here, but can also be changed accordingly.

Language: Here you can select the document language.

Reference: By default, the invoice number is stored here to make the credit note traceable.

 

Copy positions: Under "Copy positions", the entire document or individual items can be cancelled (credited).

 

After all fields have been filled in accordingly, click on "Save".

A subsequent document is created in the form of a credit note, which is in draft status.
Now go to the "Credit note" tab under Finance. The credit note can still be edited, as you are used to from credit notes and invoices in draft status.  With "CONFIRM DOCUMENT" the credit note is then finalized and created.