Posting Credit Notes from Purchase Orders

View - Purchase Order - Purchases

It is possible to cancel/credit an entire purchase, or parts of one, at each stage of a purchase. The consequences this will have depend on the status of the purchase.

If you delete a purchase with the status Unprocessed or Purchased it will be transferred to Cancelled status. The same applies if the products have been received but taken out of the warehouse again by creating a Receipt of Goods with negative quantities in the product line. Should you delete a purchase with Received status, this will be transferred to Completed status.

If the purchase has already progressed to the stage where it has been posted in the ledgers, you will need to credit the purchase and post the item again, this time with a negative value in the product line.

The two posted purchases should cancel each other out, so that the overall accounting figures will not be affected.

If there is an incorrect posting or if you want to create a credit note for the purchase order, you can do this from the purchase window. Posting a credit note is no different from posting a Supplier invoice. The entry screen is the same for both.

How to post a credit note from a purchase

Go to View - Purchase Order - Purchases.
Find the right purchase. (If you have posted it already, it will have status Received or Processing completed.)
Click on Post Purchase Invoice.
Select Credit Note as the Invoice type. Check that the product lines match.
Enter the quantity of products as negative numbers in the column Invoiced. Example: If you have posted a quantity of 10 products and now want to credit these, you enter -10.00 in the column Invoiced.
Enter all the necessary information as per the wizard guidance for Post Purchase Invoice.
Click on Invoice.
You will be asked whether you would like to remove the goods from the warehouse. This is up to you.

The Purchase order will be registered and receive a journal entry number, e.g. PC1, and will be transferred to the Nominal Ledger.

Note! If the goods are no longer in the warehouse, you will receive a message that a stock movement could not be created and that the warehouse needs to be updated manually if the products are to be taken out of the stock.