5.2 View Credit Note

This topic provides systematic instructions to the corporate users to view the credit notes, with respect to the corporate’s role as buyer or supplier.

To view credit notes:

1. From the Dashboard, click the Toggle Menu, then click Receivables/Payables, Receivables/Payables Management, and thenView Credit Note.
   The View Credit Note screen appears.

   Figure 5-11 View Credit Note

   
   

   
   Description of "Figure 5-11 View Credit Note"

   
   

   Table 5-8 View Credit Note – Field Description

   Field Name	Description
   Party Name	Select the party name from the dropdown list to view the applicable list of credit notes. By default, the primary party/gcif of the logged-in user is selected. Note: Only accessible parties are displayed to the user. Based on the party selection, the list of credit notes is displayed.
   Switch View	Indicates the option to view the credit notes based on the corporate party’s role. The options are: Buyer Supplier
   	Click this icon to filter the credit notes, based on certain criteria. For more information, refer the Search (overlay window for View Credit Note) section below.
   Download	Click this link to download the list of finances in CSV or PDF format.
   Manage Columns	Click this link to personalize the columns i.e., rearrange/remove columns in the search result grid. The Manage Columns overlay window appears. For more information, refer the Manage Columns (overlay window for View Credit Notes) section below.
   List of Receivables/Payables	Displays a list of credit notes based on the entered search criteria, for the party’s role as supplier or buyer. The credit notes are displayed as: Receivables, if the role of the logged-in party is selected as ‘Buyer’ in the Switch View field. Payables, if the role of the logged-in party is selected as ‘Supplier’ in the Switch View field.
   Customer Reference Number	Displays the customer’s reference number for the credit note as fetched from the Host. This is a hyperlink which when clicked displays the details of the credit note. For more information, refer the View Credit Note Details section, in this document.
   Associated Party	User can search the receivables/payables by providing the associated party. The drop-down lists all the on-boarded associated parties and the list of on-boarded associated party is categorized by: Anchor Buyer Anchor Supplier Counter Party Buyer Counter Party Supplier
   Expiry Date	Displays the expiry date of the credit note as fetched from the Host.
   Amount	Displays the credit note amount along with the currency as fetched from the Host.
   Status	Displays the status of the credit note. This can be one of the following: Raised Expired Cancelled
   Payable Amount / Receivable Amount	Displays the amount payable / receivable depending on the role selected. If the role is of a buyer, then it is the receivable amount, else it is the payable amount.
   Reconciliation Status	Displays the payment status of the credit note. This can be one of the following: Matched Partially Matched Reconciliation in Process Unmatched

2. You can perform the following actions in the View Credit Note screen:
   • Click the Customer Reference Number link to view the details of the credit note.
   • Click Download to download the credit notes list in CSV format.
   • Click Cancel to go to the main dashboard.

Search (overlay window for View Credit Note)

Figure 5-12 View Credit Note - Filter (overlay window for View Credit Note)

Description of "Figure 5-12 View Credit Note - Filter (overlay window for View Credit Note)"

This window appears on clicking in the View Credit Note screen.

Table 5-9 View Credit Note - Filter - Field Description

Field Name	Description
Customer Reference Number	Indicates an option to search for a credit note using the reference number.
Associated Party	Indicates an option to search for credit notes based on the associated party.
Amount Range Currency From-To	Indicates an option to search for credit notes based on a particular currency and amount range.
Expiry Date From-To	Indicates an option to search for credit notes that expire in a specific period.
Status	Indicates an option to search for credit notes based on the status. The options available are: Raised Expired Cancelled
Reconciliation Status	Indicates an option to search for credit notes based on the reconciliation status. The options available are: Matched Partially Matched Reconciliation in Process Unmatched

On clicking Apply, a list of relevant credit notes is displayed. On clicking Reset, the data entered in the Filter overlay window is cleared.

3. Click Manage Columns to reorder or modify or save column preferences in View Credit Note screen.

   Figure 5-13 Manage Columns (overlay window for View Credit Note)

   
   

   
   Description of "Figure 5-13 Manage Columns (overlay window for View Credit Note)"

   
   
   1. Click Apply to apply the modified columns preferences.
   2. Click Reset to reset the columns preferences.
4. Click Download and select the file format to download the Credit Note list. At present the CSV format is supported.

View Credit Note Details

5. Click the Customer Reference Number link of a particular credit note in the View Credit Note screen, to view its details.

   Figure 5-14 View Credit Note Details

   
   

   
   Description of "Figure 5-14 View Credit Note Details"

   
   

   Note:

   The View Credit Note Details screen can also be viewed on a mobile device. The credit note details present in the desktop version, are also available on the mobile device.

   Table 5-10 View Credit Note Details - Field Description

   Field Name	Description
   View Credit Note Details	It displays the detailed information of the credit note. You can view the following details: Itemized amount details Commodity details, if they have been added during creation. Linked invoices Reconciliation details, if reconciled.
   Party Name	Displays the name and ID of the logged-in corporate party.
   Preview & Download	Click the link to download the credit note details in PDF format. This file is password protected. The password is a combination of the first four letters of the corporate user name in UPPERCASE followed by the date of birth/establishment in DDMM format.
   Host Reference Number Status	Displays the unique reference number of the credit note fetched from the host. The status of the credit note is also displayed.
   Date	Displays the date on which the credit note has been created.
   Program Name	Displays the name of the program linked with the credit note. The following fields appear if you click the More Information link. You can hide the fields by clicking the Less Information link.
   Customer Credit Note Number	Displays the customer’s credit note reference number.
   Expiry Date	Displays the date on which the credit note expires.
   Payment Terms	Displays the terms agreed for the payment of the credit note.
   Adjustment Reason	Displays the reason for adjustment of the initial invoice amount.
   Remark	Displays the entered remarks.
   Buyer Details / Supplier Details	If the associated party is the supplier, then the supplier details are displayed. If the associated party is the buyer, then the buyer details are displayed.
   Buyer Name/ Supplier Name	Displays the name of the associated party.
   Buyer Id / Supplier Id	Displays the ID of the associated party.
   Buyer Address / Supplier Address	Displays the address of the associated party.
   Buyer Code / Supplier Code	Displays the code of the associated party.

   The following tabs are present in the View Credit Note Details screen:

   • Amount Details
   • Commodity Details
   • Linked Invoices
   • Reconciliation Details

   Note:

   These tabs can also be viewed on a mobile device.
6. Click the Amount Details tab to view the amount details of the credit note.
   The View Credit Note Details – Amount Details screen appears.

   Figure 5-15 View Credit Note Details – Amount Details tab

   
   

   
   Description of "Figure 5-15 View Credit Note Details – Amount Details tab"

   
   

   Table 5-11 View Credit Note Details – Amount Details - Field Description

   Field Name	Description
   Amount Details tab	The itemized categories appear under Particulars and the respective amounts appear under Amount.
   Credit Note Amount	Displays the credit note amount along with the currency.
   Discount Amount Percentage	Displays the discount amount based on the discount percentage, along with the percentage value.
   Tax Amount Percentage	Displays the tax amount based on the tax percentage, along with the percentage value.
   Net Credit Note Amount	Displays the net calculated value on the basis of discount and tax values that are entered. Note: The Net Credit Note Amount gets auto calculated as follows: Net Credit Note Amount = Credit Note Amount - Discount Amount + Tax Amount.
   Acceptance Amount	Displays the credit note amount that has been accepted.
   Outstanding Amount	Displays the credit note amount that is outstanding.

7. Click the Commodity Details tab to view the commodity details of the credit note.
   The View Credit Note Details – Commodity Details screen appears.

   Figure 5-16 View Credit Note Details – Commodity Details

   
   

   
   Description of "Figure 5-16 View Credit Note Details – Commodity Details"

   
   

   Table 5-12 View Credit Note Details – Commodity Details - Field Description

   Field Name	Description
   Commodity Details tab	This tab appears only if the commodity details have been entered during creation of credit note.
   Name	Displays the name of the commodity.
   Code	Displays the code of the commodity.
   Quantity	Displays the quantity of commodity.
   Cost Per Unit	Displays the cost per unit of the commodity.
   Gross Amount	Displays the total amount of the commodity. This is the product of quantity and cost per unit.
   Discount	Displays the discount amount and percentage offered on the commodity.
   Tax	Displays the tax amount and percentage charged on the commodity.
   Net Amount	Displays the net amount for the commodity. Net Amount = Gross Amount – Discount + Tax.
   Linked Invoice Number	Displays the reference number of the linked invoice.

8. Click the History tab to view the commodity details of the credit note.

   This History tab will be visible to show the changes in invoice lifecycle, along with any comments added during each event in the process.

   The View Credit Note Details – History screen appears.
   

   
   Description of the illustration view-credit-note-details_history.png

   
   

   Table 5-13 View Credit Note Details – History - Field Description

   Field Name	Description
   Date	Displays the date of the invoice order.
   Action	Displays the action, which needs to be performed.
   Action Owner	Displays action owner.
   Comments	Displays comments provided by the user during processing the transaction.

9. Click the Linked Invoices tab to view the linked invoices of the credit note.
   The View Credit Note Details – Linked Invoices screen appears.

   Figure 5-17 View Credit Note Details – Linked Invoices tab

   
   

   
   Description of "Figure 5-17 View Credit Note Details – Linked Invoices tab"

   
   

   Table 5-14 View Credit Note Details – Linked Invoices - Field Description

   Field Name	Description
   Linked Invoices tab	This tab appears if the credit note has been linked with invoices.
   Invoice Reference Number	Displays the reference number of the invoice. This is a hyperlink which when clicked displays the details of the invoice.
   Customer Invoice Number	Displays the customer’s reference number of the invoice.
   Due Date	Displays the due date of the invoice.
   Invoice Amount	Displays the invoice amount.
   Financed Amount	Displays the invoice amount that has been financed.
   Invoice Status	Displays the status of the invoice.

10. Click the Reconciliation Details tab to view the reconciliation details of the credit note.
    The View Credit Note Details – Reconciliation Details screen appears.

    Table 5-15 View Credit Note Details – Reconciliation Details - Field Description

    Field Name	Description
    Reconciliation Details tab	This tab appears if the credit note is reconciled against payments. Multiple payments may have been reconciled against a credit note.
    Payment Reference Number	Displays the reference number of the payment that has been reconciled with the credit note record. This is a hyperlink, which when clicked displays the payment details. For more information, refer the View Payments (details) section in this user manual.
    Payment Date	Displays the date of payment.
    Payment Amount	Displays the amount of the payment.
    Reconciliation Date	Displays the date when the reconciliation has been performed.
    Remitter Name / Beneficiary Name	Displays the name of the remitter, in case of an inflow payment. Displays the name of the beneficiary, in case of an outflow payment.
    Reconciliation Amount in Payment Currency	Displays the reconciliation amount in the currency that the payment has been made in.
    Reconciliation Amount in Credit Note Currency	Displays the reconciliation amount in the currency of the credit note.

11. You can perform the following actions from the View Credit Note Details screen:
    • Click the Preview & Download link to preview and download the credit note.
    • Click Cancel to go to the main dashboard.
    • Click Back to go to the previous screen.
12. In the View Credit Note Details screen, click Preview and Download.
    The credit note details overlay window appears. The credit note fields displayed here are the ones entered during the creation of the credit note.

    Figure 5-18 View Credit Note Details - Credit Note Details

    
    

    
    Description of "Figure 5-18 View Credit Note Details - Credit Note Details"

    
    

    Table 5-16 View Credit Note Details - Credit Note Details - Field Description

    Field Name	Description
    Credit Note Details overlay window	This section displays the credit note details overlay window fields.
    Download	Click to download the debit note in PDF format.
    External Reference Number	Displays the customer’s own reference number.
    Party name & address	Displays the name and address of the supplier.
    Credit Note Date	Displays the date on which the credit note has been raised.
    Program Name	Displays the program linked to the credit note.
    To	Displays the name and address of the buyer.
    Linked Invoice Number	Displays the reference numbers of the invoices linked to the credit note.
    Balance Due	Displays the balance credit note amount to be paid.
    Expiry Date	Displays the expiry date of the credit note.
    Adjustment Reason	Displays the reason for adjusting the initial invoice amount.
    Commodity Details	This section displays the Commodity Details related fields.
    Linked Invoice Number	Displays the reference number of the invoice linked to the specific commodity.
    Name	Displays the name of the commodity.
    Code	Displays the code of the commodity.
    Quantity	Displays the quantity of the commodity.
    Cost/Unit	Displays the cost per unit of the commodity.
    Gross Amount	Displays the gross amount of the commodity along with the currency. It is the product of the entered quantity and the cost per unit. Gross Amount = Quantity * Cost/Unit
    Discount Amount	Displays the discount applicable to the commodity.
    Tax Amount	Displays the tax applicable to the commodity.
    Net Amount	Displays the net amount of the commodity. Net Amount = Gross Amount – Discount Amount + Tax Amount
    Gross Credit Note Amount	Displays the total amount of all the commodities (gross amount).
    Discount	Displays the total discount amount of all the commodities added. The average discount percentage of all added commodities is also displayed. Total Discount % = (Sum of discount amount of all commodities / Sum of gross amount of all commodities) *100
    Tax	Displays the total tax amount of all the commodities added. The average tax percentage of all added commodities is also displayed. Total Tax % = [Sum of tax amount of all commodities / (Sum of gross amount of all commodities - Sum of discount amount of all commodities)] *100
    Net Credit Note Amount	Displays the calculated value on basis of discount and tax values entered. Note: The Net Credit Note Amount gets auto calculated as follows: Net Credit Note Amount = Gross Credit Note Amount - Discount + Tax

13. Click Download to download the credit note details in PDF format. Or click to close the window.

(Optional) Enter the result of the procedure here.

• Search (overlay window for View Credit Note)
  This window appears when you click in the View Credit Notes screen.