Nominated Key Users that are authorised to add exceptions, will also be able to raise "Credit Note" Costs which allows you to raise negative Costs (Purchase Items) in order to add Credit Notes for your suppliers. This will allow the supplier to either

• Deduct the sum to be paid against an Invoice by applying a "Credit" to that Invoice, OR
• Provide a Credit Note which the Buying Authority can either process as a Refund or deduct from a payment of a future invoice in your finance system

Raising a Credit 

• Pick the relevant item in the catalogue
  • N.B. at this stage, you will need to provide the Unit price as a positive amount
• In the Requisition Basket, click the Exception button
• Under Advance Purchase Items to Status, select the status you wish to fast-track the Purchase Items to and then click Turn to Credit. 
  • We strongly recommend selecting the Receipted status (as the Supplier can only deduct or submit a Credit Note in this status)
  • We also recommend adding a reason for audit purposes as to why the Credit is being raised
• Fill in all the details in - e.g. Requisition Label; Budget; Select the Supplier etc.
  
  • N.B. at this stage, you will notice that the Unit Price is now negative
• When ready, click Create Credit

Supplier reconciles the Credit 

Now that the Credit Requisition has been placed, the Supplier can choose to either provide a Credit Note or deduct the Credit amount when uploading an outstanding invoice. Please note, for the supplier to either submit a Credit Note, or deduct it when uploading an invoice, the Credit Purchase Item must be in the Receipted stage.

Credit Note

This option allows a supplier so submit a Credit Note against the Credit Line See the supplier perspective here.

• The connected Purchase Item(s) will now be moved to "Archived"
• Submitted Credit Notes will have the Stage: Credit and Status: Submitted
• You can view the details of the Credit Note details, including the document, in History
• This will be ready in the Invoice Export, and will be added as a negative line to be processed as required in your finance system.

Deduct when submitting an Invoice

This option will allow the Supplier to deduct the Credit from an Invoice total, when submitting an invoice. See the supplier perspective here.

Once they have done this, the connected Purchase Item(s) will now be moved to the "Archived" view point, with the Stage: Credit and Status: Submitted

• You can view the details of the Credit Note details, including the document, in History
• Once the Credit Purchase Item has been added to an Invoice Export File & and the Batch as been Set as Paid, it will then change its status: Exported

Finance Admin can import a Credit Note

Now that the Credit Requisition has been placed, nominated Administrators can import credit notes for "Exception Suppliers" via the Import Invoices & Reconcile screen. Nominated Administrators can then reconcile the imported Credit Notes with the Credit purchase items held on the system.

See here for more information on the Invoice Reconciliation process. 

In order to import and match imported Credit Notes, the Credit Purchase Item must be in the "Receipted" status

Once matched and submitted, Credit Note is now ready to be included in the Invoice Export to be included in the Invoice Export File

• The connected Purchase Item(s) will now be moved to the "Archived" view point, with the Stage: Credit and Status: Submitted
• You can view the details of the Credit Note details, including the document, in History
• Once the Credit Purchase Item has been added to an Invoice Export File & and the Batch as been Set as Paid, it will then change its status: Exported