How To: Credit Notes

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What is a Credit Note and why is it important?

  • Credit Notes are a payment method in accessplanit to balance out invoices for Delegates who may have cancelled themselves off a Course and have been refunded. This allows the delegate or admins like yourself to write off or part-pay the related invoices.

  • For delegates and placeholders that are transferred or cancelled using the wizards, from the Delegate Maintenance area, credit notes will be automatically generated. Feel free to test this functionality on the Sandbox/Test site if you are curious how this work. Contact your CSM if you require any further info!

How to manually raise a Credit Note

  1. Navigate to Finance and select Credit Notes from the drop-down.




     

  2. Selecting the relevant Training Provider using the Select button next to the Issuer field.


  3. Provide the Credit Note with a Label.


  4. In the Target field, select the Company or User you are allocating the Credit Note to by defining the drop-down and pressing Select.



     

  5. Complete the Amount field with the value of the Credit Note.


  6. If the Credit Note is tax exempt ensure that the Tax Exempt tick box is complete.

  7. Fill in the expiration date. Please note, if the due date of the Credit Note is left blank or set to the day you are creating it, then you will not be able to use it. The due date needs to be set in the future.



     

  8. Click Save to create the Credit Note.

How to use a Credit Note against an Invoice

  1. Navigate to Finance > Invoices and select Make Payment from the context menu.


  2. In the window that appears, tick the Credit Note you wish to use.


If the Credit Note is for the whole amount outstanding on the invoice, select Make Payment. Otherwise, after selecting the credit note, you can exit the dialog box.



How to bulk change the Status of a Credit Note

  1. In the Finance > Credit Notes area of the platform, select Bulk Edit at the top of the page.

  2. Click the Tick-Box of each Credit Note you would like to change the Status of.

  3. In the Bulk Edit dialog, change the first drop down to Status

  4. You can then select the Status you would like to set the Credit Notes to in the second drop down box. 

  5. Once you have selected the appropriate Status, and the Credit Notes you would like to change, click Save.