Create a Credit Note when you need to provide credit to a debtor for an adjustment, such as a withdrawal, discount or correction to an amount previously charged.
You can create the Credit Note for the amount you need, issue it with the appropriate Issue Date, and then allocate the available credit to one or more eligible invoices for the same debtor.
Required LRM Access: Owner, Admin, Finance Admin and Finance User
Before you begin
Before creating a Credit Note, consider:
- The debtor the credit belongs to
- The amount that needs to be credited
- The Finance Items the credit relates to
- The appropriate Issue Date
- Whether the credit will later be allocated to an invoice or refunded
Credit Notes cannot be saved as Draft. They are issued when created.
1
Add a Credit Note
- Navigate to LRM > Finance > Credit Notes
- Click on Add Credit Note
On the Add Credit Note drawer:
- Search for a Debtor (Learner / Workplace), then click on Select.
- Issue Date: The date can be in the past, today or in the future, provided it falls after the Accounting Period Lockdown date.
- Enter the following fields if applicable:
- Reference: This will be displayed on the Credit Note.
- Public Notes: These will be visible on the Credit Note.
- Private Notes: For internal use only and will not appear on the Credit Note.
2
Add / Remove Credit Items on the Add Credit Note Drawer
- To add a Credit Item:
- Navigate to the Credit Items section.
- Click on Select…, and the Credit Items dropdown options will expand.
- Update the Quantity if required.
- To add another Credit Item, click on Add Credit Item.
LEARN MORE: How to Setup Finance Items Dropdown.
- To remove a Credit Item:
- Click on the “x” located at the end of the row.
- If the Credit Item does not appear in the dropdown:
- Navigate to LRM > Settings > Configuration > Dropdown Lists > Finance Items.
- Search for the Finance Item to avoid creating duplicates.
- Choose how you want to save the credit note:
- Issue and Email to save the credit note and send a confirmation.
- Issue to save the credit note without sending an email.
Notes: If the Finance Item’s status is set as Inactive, it will not appear in the Credit Item dropdown options.
