Press the Invoice Lines button or F2. Enter the invoice number here and depress the Invoice button.

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1 Using Credit Notes Product returns for credit or a cash refund is expected for any company in the business of selling products to customers. In this course you will learn how to enter returns both with and without an existing invoice. We will also review the steps to link a cash refund to a new sale, how to process price corrections and how to manage Credits Awaiting Handling. When the customer has their original invoice with them select Credit Note from the Home tab. Open the Lines tab. Press the Invoice Lines button or F2. Invoice is now available. Enter the invoice number here and depress the Invoice button. The Products Purchased from the selected invoice are shown. For invoices with many lines it is possible to set search criteria for finding the specific products. Select the checkbox beside each line being returned. The first 9 lines have a function key reference. Press the key to select that specific line only. The Select All button puts a check beside all lines and Deselect All removes the checks. Click OK. The Credit Note Line Properties window displays the Original quantity sold.

2 If a previous return was entered for this product from this invoice it is shown here. Enter the Quantity being credited. The Quantity to return is the quantity actually being restocked. Damaged products might be credited, but not restocked. A Restock charge for the line can be applied. The total amount of the line credit is calculated. Press F12 or click OK to complete. On the Lines tab, the Customer is populated based on the invoice number entered. As the invoice was from a Cash sale the Cash refund checkbox is selected and cannot be changed. Buttons at the bottom allow for entering a Restock Charge as a percent of the entire return, re-opening the Credit Note Line Properties or Removing a line. When products from multiple invoices are being returned they can be processed on the same credit note by selecting another Invoice. On the General tab the Reason for the return is selected from the drop down list. Reason Codes that have been set with a Restock charge will have the fee applied as either a flat amount or percentage. Reason Codes are addressed in the related Training on Demand course. Handling describes the current state of the product.

3 Returned To Branch means the products have been brought back to the store and the products are in your possession. Collect From Customer is used when you will be picking up the products from the customer s location. Return Authorized indicates the products have not been returned to stock at the time the credit note was entered. The Date required defaults to today s date. Set it for returns that are not Returned To Branch. The customer address is from the Invoice. Pressing Alt M or the Complete button finishes the return. Enter the payment method used for the refund. In the summary area, we see the original order was paid for using Cash. Best practice is to set the system option that locks cash refunds to use the original payment method. Here Cash is the only tender type accessible. Pressing F1 fills in the Cash amount to match the Total refund. Press F12 or click Next. Click Finish. The refund is completed and a number assigned. A reminder to pay the customer displays. When a customer returns products without bringing their invoice, the Products Purchased option can be used. First select the Customer making the return. When available the product code can be entered here.

4 If not available, it can be searched for by clicking on the Products Purchased button. Indicate the correct Branch. Choose Custom Dates to set a time line for when the products were sold. A Where setting can further limit the product search. From the products listed, select the correct line and press OK. Enter the correct Quantity and Quantity to return. On the General tab, set the Reason and Handling and press Complete. As the original sale was on account, a Credit Note will be generated instead of a Cash Refund. To save time at point of sale it is possible to apply a cash refund amount to a new sale. A cash refund is started and the transaction is Completed. The Total refund is applied to Refund clearing by pressing F4. Press F12 or click Next to continue. If the new sales order has not yet been started, select Create sales order. Or select Link to sales order and then key in the number of the parked order. Click Finish. The new order is opened with the customer selected. The products being sold are added to the order then the order is completed.

5 The amount from Refund Clearing is automatically applied to the Order total. Accept payment or determine how the refund will be given. Click Finish to complete the transaction. To create a Price Correction, add the item to your Credit Note. On the Credit Note Line Properties, check the box This is a price correction. Click on Calculate to enter the Corrected price. The New goods total is calculated. Click OK. The Goods Total is the value of the credit note or cash refund. The line indicates this is a Price Correction with a 0 for Credit Quantity and Quantity to Return. Complete the transaction as normal. System option settings can be set to control the approval and release of Credit Notes and cash refunds. Best practice is to auto approve customer credits on completion when the stock is returned AND to not allow cash refund payments or updates to stock where products need to be picked up or returned. To identify what requires handling, use Find Work with the Look for set to Customer Credits Awaiting Handling. A credit note Awaiting Pick Up is opened. This is a document with a Handling of Collect from Customer. To indicate the products are back in stock click on the toolbar option Confirm Picked Up.

6 Select OK and the status of the credit note will be changed to Completed. Credits with a status of Awaiting Return have a Handling setting of Return Authorized. To indicate the products are back in stock, click use the Confirm Returned option. Credits with a status of Awaiting refund can be updated with the Pay Refund option.. The functionality for processing credit notes and cash refunds in BisTrack is both flexible and efficient. You should be able to enter returns with or without an existing invoice, link a cash refund to a new sale and enter price corrections. Processing credits awaiting handling should also be a task you can complete with ease.

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