Supplier Adjustment Notes

A Supplier Adjustment Note (aka Credit Note) is a supplier generated credit on your account. Supplier adjustment notes can be applied to outstanding Bills with that supplier, or a request can be made for a cash refund of that credit (if permitted by the suppliers terms and conditions). A supplier is anyone you pay for goods and services except for employees. Some examples of suppliers are electricity companies, the land lord, telephone company, tax agencies and other businesses you purchase goods or services from.

To use Supplier Adjustment Notes you must have the Invoices module activated within your book. For help on modifying the book and activating the Invoices module, go to IPA Books+ Customer Portal help. 

From the side navigation menu, expand Day to Day menu and in the Money Out section select Supplier adjustment notes. Or from the Quick Add menu, select Supplier adjustment notes.

  

Supplier adjustment notes settings can be found on Day to Day (money out). You can change the prefix and customise supplier adjustment notes templates by adding your company logo or choose what to show on the adjustment notes before sending it to your supplier.

The Supplier adjustment notes overview can be filtered for All, Draft, Approved or Closed to be displayed by clicking on the relevant tab. The Supplier adjustment notes overview can be customised by clicking on the spanner icon to select what columns to be displayed (or not) on the screen.

When Money Out Approval Process is enabled on the Day to Day (Money Out) settings, the supplier adjustment notes status will have 3 status - Draft, Approved and Closed.

When Money Out Approval Process is disabled on the Day to Day (Money Out) settings, the supplier adjustment notes status will have 2 status - Unused and Closed.

When you disable money out approval process, all draft adjustment notes will be automatically set to 'Approved'.

To create a new Supplier adjustment note click on Add. Complete the mandatory (those with a red asterisk) and required fields. Click on Save & close to save as a draft or click on Approve to save and approve the adjustment note.  

 

When Approved, there are two options, the adjustment note can be saved to be applied at a later date by clicking on Close or the adjustment note can be refunded / applied to a bill immediately by clicking on Enter refund.

 

 

If the adjustment note is a refund, click on Enter refund and complete the Payment date, Bank account, Amount and Reference fields and click on Save

 

 

If the adjustment note is to be applied to an existing bill, click on Enter refund and then tick Apply available transactions. Select the transaction you want to apply the adjustment note to from the dropdown list and the amount. Once complete click on Save

 

 

The supplier adjustment note status has changed to Closed as it has been applied / used. 

 

 

 

Click on Close to return to the Supplier adjustment notes overview.

 

 

 

Return to the Bills overview and you can see the bill still appears in the list but the adjustment note has been applied is reflecting in the total amount and balance remaining columns. 

 

 

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