Credit Notes Case Study

The Business Problem

Credits had to be raised accurately against the original invoice and flow through to the figures the office entered into Sage. Without controls, it would be possible to credit more than was invoiced, or to raise a credit before an invoice existed, and the sales reports would overstate what had actually been sold.

The Solution

wildesoft.net built credit notes into the new ordering system. Staff choose an invoice, enter a reason and a date, and then pick the lines and quantities to credit. The system shows the invoice total, how much has already been credited and how much is left, and it will never let more be credited than was originally supplied. A credit can only be raised once an invoice exists.

Each credit note gets its own number and a printed PDF, and credited orders and invoices are marked with an icon wherever they appear. Credits are deducted on the daily ledger totals and removed from the products-sold reports, so every report reflects what customers actually kept. An early mismatch, where a credit for one item was counted twice on the ledger report, was found and fixed.

The Result

Returns and corrections are handled in a couple of clicks, with a clear reason recorded every time. The figures that go into the accounts are right, and the sales reports show true sales.

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