CREDIT NOTE

Before You Begin

  • To get started, ensure you have your username and password ready
  • Once logged in, you will land on the welcome screen
  • Note: This screen is specifically designed to help users search, edit credit note records enhancing users ability to find accurate results efficiently.

    1.1 SEARCH FOR CREDIT NOTES:

    Step 1: ACCESS THE CREDIT NOTE SECTION

  • 1. Navigate to the main menu and click on "Accounts"
  • 2. Go to "Operations" and select "Credit Note"
  • Step 2: UNDERSTANDING THE SEARCH FIELDS

    The Credit Note Search Screen allows users to generate detailed reports by applying filters across various parameters.

  • Dispatch Type: (Single-select dropdown) defines the type of dispatch being processed. Available options include Invoice Out and Customer Job Work Out.
  • Customer: (Multi-select dropdown) allows the user to select one or more customers from the list, enabling efficient filtering and selection for large customer datasets.
  • Credit Note Number: (Text field) allows the user manually enter the credit note number to ensure accurate identification of credit notes related to the dispatch.
  • Credit Note From Date: This date picker field is pre-populated with the start date of the current month and is used to define the beginning of the credit note period.
  • Credit Note To Date: This date picker field is pre-populated with the current date and is used to define the end of the credit note period for filtering records.
  • By using these filters effectively, users can efficiently find credit note records helping streamline the process of reviewing and auditing credit notes.

    STEP 3: START SEARCHING

    Once all necessary inputs are provided, click on Search to generate the report

  • Clicking on Search will fetch the Credit note records based on the selected filters, enabling users to quickly narrow down data according to their needs.
  • Clear Functionality: Selecting Clear will reset all the applied filters to their default values, ensuring a clean slate for a new search.
  • By leveraging these features, users can effortlessly tailor the Credit Note to their specific needs, enhancing overall compatibility and usability
  • STEP 4: UNDERSTANDING SEARCH RESULTS TABLES:

    The Credit Note Search Results Table displays detailed records based on the applied filters. Below is an explanation of each column and its relevance:

  • View/Edit: This column allows users to view or edit a specific credit note record.
  • Generate Credit Note: This option creates a PDF document for a selected credit note.
  • Customer: Displays the Customer's name associated with the credit note.
  • Dispatch Type: Shows the Dispatch Type associated with the credit note.
  • Credit Note Number: Displays the unique credit note number for each record.
  • Credit Date: Shows the date when the credit note was created or issued.
  • Status: Displays the status of the credit notes (e.g., "Draft", "Approved", "Closed", "Pending")
  • 1.2 ADDING CREDIT NOTES:

    On the Credit Note Search page, there is an "Add Credit Note" button located on the top-right corner of the screen. Clicking on this button opens a new screen designed specifically for creating a new credit note.

    Step 1: UNDERSTANDING THE FIELDS ON THE "CREATE CREDIT NOTE" SCREEN:

  • Outward / Dispatch Type: (Single select dropdown) Allows the user to choose the type of dispatch (e.g., Invoice Out, Customer Job Work Out).
  • Customer: (Single select dropdown) Allows the user to select a specific customer, useful for filtering credit notes related to a customer.
  • Plant: (Single select dropdown) Enables the user to select the relevant plant for the transaction. The available plant options are based on the selected Customer.
  • Invoice / DC Number: (Multi-select dropdown) Allows the user to select invoice numbers from existing records.
  • Debit Note Number: (Text field) Lets the user input a unique debit note number.
  • Debit Note Date: Date picker field for selecting the date associated with the debit note.
  • Credit Note Number: (Text input field) Used to enter a unique credit note number.
  • Credit Note Date: Date picker field for selecting the date associated with the credit note.
  • CGST: (Numeric field) Allows input of the percentage of Central Goods and Services Tax (CGST) applicable.
  • SGST: (Numeric field) Allows input of the percentage of State Goods and Services Tax (SGST) applicable.
  • IGST: (Numeric field) Allows input of the percentage of Integrated Goods and Services Tax (IGST) applicable.
  • Freight Charge: (Numeric input field) Used to enter the freight charges associated with the dispatch.
  • Notes: (Text area) Provides space for adding additional notes or descriptions related to the credit note.
  • Remarks: (Text area) Enables the user to add extra remarks or comments about the credit note.
  • At the bottom of the fields, there are action buttons:

  • Draft: Saves the entered details as a draft for later editing or submission without finalizing the credit note.
  • Approve: Finalizes the credit note and marks it as approved for processing.
  • Cancel: Clears the entered details and exits the current screen without saving any changes.
  • Get Line Items: Retrieves the line items based on the selected Dispatch Type, Customer, Plant, and Invoice Number. These fields are mandatory to click this button.
  • Clear: Resets the selections for Customer, Plant, and Invoice Number fields, allowing the user to start fresh.
  • Step 2: UNDERSTANDING FIELD VALIDATIONS:

  • Mandatory Fields: On the Create Credit Note screen, the mandatory fields are Dispatch Type, Customer, Plant, Invoice Number, Debit Note Number, Debit Note Date, Credit Note Number, and Credit Note Date.
  • Invoice Number Dependency: The Invoice Number dropdown remains empty until Dispatch Type, Customer, and Plant fields are selected. This ensures that users cannot select an invoice number unrelated to the selected customer or plant.
  • Tax Selection Logic: If CGST and SGST are selected, then IGST is disabled; if IGST is selected, CGST and SGST are disabled.
  • Search Functionality: Clicking on the Search button fetches credit note records based on selected filters, enabling users to narrow down data based on their needs.
  • Clear Functionality: Selecting the Clear button resets all the applied filters to their default values, ensuring a clean slate for a new search.
  • Get Line Items Dependency: The fields Dispatch Type, Customer, Plant, and Invoice Number are mandatory to use the Get Line Items button. Other mandatory fields are required only when using the Draft or Approve buttons.
  • Step 3: ADDING NEW CREDIT NOTE:

    After filling the mandatory fields, click on "Get Line Items" to fetch the line items based on the selected filters

    Once clicked, it will display the following columns to fill:

  • S.No: Serial number of the line item
  • Part Name: Name of the part in the selected invoice
  • Outward Quantity: The quantity of items received
  • Already Credit Quantity: Quantity already credited for this product
  • Credit Category:(Mandatory) Category under which the credit is classified such as part, process and so on
  • Part Received Status:(Mandatory) Status of the dispatch for the respective product such as Received, Not received, Product sent to scrap and so on
  • Credit Reason:(Mandatory)Text field for reason on initiating the credit note
  • Actual credit Quantity:(Mandatory) Quantity being credited in the current transaction
  • Unit:(Mandatory) Unit of measurement for the product (e.g., number, percent, meter)
  • HSN Code:(Mandatory) Code for the product
  • Rate Per Unit:(Mandatory) Price per unit of the product
  • Total Value: The total amount is derived by summing up Rate per Unit × Actual Credit Quantity
  • Total Amount: Total calculated value for the credit quantity, incorporating by (Rate per Unit × Actual Credit Quantity) + Freight Charges
  • Applicable CGST, SGST or IGST percentages based on the selections. The total amount is derived by summing up these components to provide final credit amount
  • The mandatory fields that need to be filled to enable the Draft and Approve buttons are Credit Category, Part Received Status, Credit Reason, Actual Credit Quantity, Unit, HSN Code, and Rate Per Unit
  • Click the Draft or Approve button saves the changes and redirects back to the search page
  • 1.3 EDIT CREDIT NOTES:

    Once you have performed a search and records are displayed based on your filters, you can edit any existing credit note directly from the search results

    In the table view, you will see a "View/Edit" option for each credit note record. Clicking on "View/Edit" will open the selected credit note to modify the existing information

    In the edit screen, you can modify the fields such as Dispatch Type, Customer, Credit Note Number, Date, and other relevant details. If the credit note is approved then below the fields, you'll find options for:

  • Approve: Click to approve the credit note.
  • Cancel Credit Note: Click to cancel the credit note.
  • Cancel: Click to discard the changes and return to the search screen.
  • Step 1: ADDING PAYMENT DETAILS:

    In the edit screen, there is an extra field called "Payment Details" which is a table used to manage payment-related information.

  • S.No: Serial number of the payment entry.
  • Delete: A button to delete a row in the payment details table.
  • Payment Method: A single select dropdown with options like Paid or Amount Reduced from PO. This field is mandatory.
  • Reference Number (If Reduced): A field where you enter the reference number if the payment method is "Amount Reduced from PO".
  • Payment Mode: A single select dropdown with options such as Cash, Cheque, and Net Banking.
  • Payment Date: A field for selecting the date the payment was made.
  • Paid Amount: The amount paid. This field is mandatory.
  • Remarks: Additional text for any relevant remarks related to the payment.
  • Step 2: PAYMENT CONDITIONS:

  • If the Payment Method is "Paid", the Payment Mode and Payment Date fields become mandatory.
  • If the Payment Method is "Amount Reduced from PO", the Reference Number field becomes mandatory.
  • You can add new payment record by clicking on "Add Payment" button. This will allow you to add multiple payment entries to the payment details table
  • In the Delete column, a "Delete" button will be displayed next to each row. Clicking on this button will delete the corresponding row from the payment details table
  • Once you've filled out the payment details, clicking on the "Submit Payment" button will save the changes and return you to the search screen
  • If the Paid Amount is equal to the total amount to be paid, the status of the credit note will be marked as Closed once you click on the "Submit Payment" button.
  • If the Paid Amount is less than the total amount to be paid, the status will remain as "Pending" indicating that there is still an outstanding balance.
  • That's It !! You’ve successfully learned how to Search and Add Credit Notes based on multiple filters using the DMeX app

    For further assistance, please contact the Support Team