View Credit Note Details

Users select a Supplier Invoice Number for invoice with a negative amount on the Invoice Listing page to see the Credit Note Details page. The Credit Note Details page includes a Credit Note Details table. The table shows the invoice data relevant to the selected credit note. It includes:

• An Audit Trail with time stamps for each event in the history of the selected credit note.
• Batch Payment Details with details of the invoices and credit notes which were included in that payment.

Credit Note Details

The table includes:

• Supplier Invoice No.-A unique value the Supplier uses to reference the invoice
• Buyer Invoice No.-A unique value the Buyer uses to reference the invoice
• Currency-The currency code for the invoice; for example, USD for US Dollars or GBP for British Pounds Sterling
• Invoice Amount-The face value of the credit note
• Supplier-The organization which which receives the credit
• Buyer (Main Contractor)-The organization who provided the credit
• Status-A state that corresponds to the workflow steps:
  • Pending-Indicates a newly imported credit note that will be applied to an invoice
  • Partially Applied-Indicates a credit note that has been applied to an invoice, but which includes an amount that remains to be applied to future invoices
  • Fully Applied-Indicates a credit note has been applied to one or more invoices with no remainder
• Invoice Date-The date that the original (e.g. paper) invoice was sent to the Buyer from the Supplier
• Invoice Payment Batch ID-The batch ID assigned to the credit note

  Note: Payments for many invoices might be submitted to a Supplier on a given day. All invoices that are paid on the same day, to the same Supplier, in a batch, are assigned the same Invoice Payment Batch ID.

Audit Trail

Each Status Event in the life of a credit note is tracked. Status Events in the workflow result in the current status of a credit note. Users can review any previous events in the Audit Trail.

Note: A date and timestamp are included for each event in the history of the selected credit note. These timestamps are automatically displayed in the time zone (based on your computer).

Status Events include:

• Invoice Received-The date and time when the credit note was imported

  Note: Since credit notes are imported in the same job that imports invoices, both are tagged as Invoice Received.

• Partially Applied-The date and time a credit note was partially applied

  Note: After the credit note is imported, it is applied to the first invoice that is sent for funding. If the invoice amount is not large enough to apply all of the credit note amount, then the event will be flagged as Partially Applied and the credit note will carry an unapplied balance.

• Fully Applied-The date and time a credit note was completely applied to the invoice

In addition to the Status Event description the Audit Trail for credit notes also shows:

• Supplier Invoice No.-The reference ID for the invoice to which the credit note was applied
• Applied Amount-The credit amount applied to the invoice

  Note: The credit application will reduce the amount payable for that invoice.

Batch Payment Details

The Payment Batch details table appears in the lower right corner of the Credit Note Details page. It displays all the invoices and credit notes that were included in a single payment to the Supplier. The Payment Batch ID is included in this area.

Notes:

• There may be multiple batches paid to a Supplier in a single day.
• The Payment Batch ID is included in the remittance information added to electronic payment files created.
• The batch payment appears as a single line item on bank statements.
• Some banks may not include this remittance text on the bank statement.
• Batch IDs ending in EP indicate a discounted early payment for an invoice was included under the batch.
• Batch IDs ending in FT indicate a full-term payment was included under the batch.

• Return to Invoices Link-A link that returns the user to the Invoice Listing Page with previously selected filters and sort settings
• Total Batch Payment-The total amount of the payment made to the Supplier for this batch

The Invoices Included in Batch table shows the items that were included in the batch. This detail includes:

• Supplier Invoice No.
• Invoice Amount
• Credit Note Applied Amount
• Early Payment Fee
• Net Payment Amount