You can search for credit notes by selecting Search > Credit note search on the left-hand side of the page. From this view you can allocate credit invoices to purchase invoices and search allocation payment lists.
Credit note search
Search criteria
By default, the program searches for purchase invoices that have fallen due by earliest a month ago (for example, if the current date is October 18th, the program will search for invoices where due date is by earliest September 18th).
You can filter the search criteria as follows:
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Search: Search invoices based on name or invoice number, for example.
- The search covers multiple invoice-related fields, such as name, address, products included on the invoice, and invoice number. You can search for multiple invoice numbers by placing a comma between the numbers (for example: "1, 2, 3") or by entering a range of numbers (such as "1–3").
- Invoice date between: Search for invoices with an invoice date falling between specific dates.
- Due date between: Search for invoices with a due date falling between specific dates.
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Status: Select either all invoice statuses or filter the list.
- Only the statuses in use can be selected.
- Use the Select business partner button to search for the purchase invoices of a specific business partner.
- The Clear button resets the search criteria.
Search results
1. By activating the Show only credit invoices slide toggle, you can filter the search results to only show credit invoices.
2. Use the Go to button to see the Invoice or accounting view of the selected invoice or browse the attachments added to the invoice.
3. By clicking on the header of the column, you can sort the search results in a rising or falling order.
- The
button on the right-hand side of the search results (Toggle column visibility) allows you to adjust the visibility of the columns.
- The button opens a list of columns that are displayed in the search results by default and enables you to hide a column from the search results by clicking it on the list.
- The
button on the left-hand side of the previous button (Reset default table settings) enables you to make any hidden columns visible in the search results, in other words display the default search results.
4. Use the Credit invoice allocation button to allocate invoices.
Allocate credit invoices
Unallocated invoices
You can allocate invoices by first selecting the supplier's invoice in the Search results and then selecting Credit invoice allocation. A supplier must be specified on the invoice.
The Credit invoice allocation view will open and you will see a default list of all the invoices from the supplier in question with the status Approved. The view lists the invoices from one supplier at a time.
By default, the program will only display the purchase invoices with the status Approved. You can adjust the search criteria. Only the invoices with the status Approved can be allocated. In other words, you cannot allocate invoices with the status Paid or Payment sent to bank, for example.
How to allocate credit invoices:
1. Select at least one purchase invoice and one credit invoice that you wish to allocate.
- Credit invoices are allocated to purchase invoices according to their due date. If the selected credit is already allocated to invoices with an earlier due date in full, you will not be able to select invoices with a later due date to the group of allocated invoices.
- The amount due calculated based on the invoices has to be equal or more than 0,00.
2. Click on the Allocate button.
3. The program will list the invoices to be allocated. You can edit the payment dates of individual invoices or set the same payment date for all the invoices.
4. Click on the Allocate button. The invoices are allocated, their status is changed to Marked paid and they are transferred to the Allocated invoices view. If there are any amounts due in the allocation group, they are formed into a payment list about which you can learn more here.
- Purchase invoices in different currencies cannot be allocated.
- The
button on the right-hand side closes the view and you return back to the Credit invoice search view .
Allocated invoices
In the Allocate credit notes view, select Allocated invoices to view the allocated invoices of the selected supplier.
You can search for allocation groups according to dates or date of allocation. You can only search for invoices with statuses of Payment queued, Payment sent to bank, Partly paid, Paid or Marked paid. Allocated invoices can only have one of these statuses.
- The search result will display the most recent allocations first.
- An allocation group consists of invoices that are allocated to each other. The date of the group shows when the invoices were allocated.
- You can hide and open invoices in the allocation group by clicking on the arrow in front of the group or selecting Show all or Hide all on the top row.
- By clicking on an invoice in an allocation group and selecting Invoice, accounting or attachments in the Go to button, you can see the details of an individual invoice.
- The
Revert allocation
You can cancel the allocation by selecting Revert allocation. You cannot revert an allocation if the status of the purchase invoice is Payment queued, Payment sent to bank or Paid.
You can revert the allocation if the status of all the invoices in the allocation group is Partly paid or Marked paid.
When you revert an allocation, the invoices in the allocation group are returned to Unallocated invoices and the Marked paid status is removed from the invoices.
Allocating of cash discounted invoices
If a full credit invoice is allocated to a purchase invoice where a cash discount is used, the allocation should only be done on the original due date of the invoice. If the allocation is made before the original due date of the invoice, while the cash discount is in use, the cash discount invoice will have a minus balance that cannot be edited.
Allocation payment list search
When you have allocated the invoices and there are still payables remaining in the payment list after the allocation, a payment list is created. The Allocation payment list search on the top row allows you to process the payment lists.
The Allocation payment list search view lists all the payment lists created in the environment. By default, the search results show the payment lists that have fallen due by earliest a month ago (for example, if the current date is October 18th, the program will search for payment lists where due date is by earliest September 18th).
By default, the program shows the payment lists with statuses Payment queued, Payment sent to bank, Partly paid, Paid or Marked paid.
You can edit the search criteria by searching for payment lists by due date or payment date or selecting invoices with a specific status.
- Click on the number of a payment list or activate a payment list row and select Payment list information to access the information of an individual payment list.
1. The Payment list view opens. The view is the same as the purchase invoice Payment view.
2. You can see the open, unpaid sum of the payment list. You can edit the payment information, such as account number, sum or payment date. The view functions similarly to the purchase invoice Payment view.
3. The section Allocated invoices list shows all the invoices on the payment list. Click on the invoice number to view individual invoices. You can also pay the open sum in the view of an individual purchase invoice.
4. In the Payment list view, you can pay the open sum by selecting Pay. You can also set the status of the payment as Marked paid. The payment is given the status Payment queued. The same information is also updated in the Payment view of the individual purchase invoice. At this point, the payment can still be canceled using the Cancel payment button.
5. The Delete payment list button allows you to delete the allocation of invoices in a chosen payment list. The Marked paid entry is removed from the purchase invoices and the invoices are returned to the Unallocated invoices listing in the Allocate credit notes view.
- A payment list cannot be deleted if the status of a purchase invoice in the payment list is Payment queued, Payment sent to bank or Paid.
- Payment transactions cannot be deleted from the payment list. Deleting the Marked paid payment transaction of allocated invoices is not possible.
- If you wish to delete the payment transaction of an allocated invoice, this must be carried out in the Allocated invoices view.
- The
Information coming with payable invoices
The invoices to be paid include additional information about invoices that are assigned to each other, i.e. information whether the invoice is a credit or debit invoice and the original amounts of the invoices.
Additional information is currently only included in SEPA payments, and it depends on the receiving bank does the bank process the additional information or not. If the information is processed and forwarded by the bank, the above-mentioned information will appear in the account transaction of the recipient.
Purchase invoice view
When you allocate purchase invoices, they form an allocation group and a separate payment list if there are payables remaining in the allocation group.
The Invoice view of the purchase invoice display the section Credit invoice allocation.
The section displays all the invoices to which the purchase invoice is allocated and the number of the possible payment list.
- If you wish to go to the Invoice view of another invoice in the allocation group, click on the invoice in question.
- The program opens the other invoice in a new tab.
- Click on the number of the payment list to access the Payment list.
- The payment list opens in a new tab.
- If any payables remain in the payment list, you can pay the open sum in the Payment list view or an individual purchase invoice in the Payment view.