A Credit Note is a type of gift card that is generated when doing any return process. When a Credit Note typed negative payment is created, a Credit Note is also generated with the same quantity amount (but in positive).
After created, the user can consume that Credit Note to pay anything in the Web POS (with a value equal or less to the Credit Notes value).
Generate: Credit Note
Credit Notes can be generated anytime that an user is able to do a return.
Possible cases to generate Credit Notes:
- Verified Return
- Blind Return
- Return This Receipt
- Cancel Layaway
- Void Layaway
- Cancel and Replace
1. Use payment option Credit Note as show in next figure
2. When a ticket is closed making a payment of a 'Credit Note' payment method as above.
The template included in the module looks like:
In backend, a Gift Card Instance record is created for this credit note
As the previous image shows, this Gift Card Instance has "Based on Credit Note" type, which means that is a credit note, and has a related payment with the quantity returned. Navigating to the payment, is visible that is the payment generated when doing the return process.
Pay with: Credit Note
Credit Note will be used to pay a ticket as other payment method in Web POS.
Make a receipt and go to payment panel, select 'Credit Note' or press button 'More...' if can not see it. The receipt can be fully or partially paid by Credit Note.
Just before introducing a payment of type Credit Note, a selector is opened to ask for a Gift Card Instance of type Credit Note. By default, the selector filters for the active business partner, but the filter parameters may be modified in the Advanced Filter button to be able to search any for credit note. The '*' that appears in the Advanced Filter button says that a filter is already applied (in this case the business partner).
When an exact credit note number is searched for or one of the listed credit notes is selected, the credit note details popup is opened.
Selected Credit Note Details
On Clicking Apply button a payment is generated in the order with the amount introduced before (the total amount if the check button has been clicked to pay in Web POS) up to the Credit Notes available amount. At this moment a Gift Card Transaction record is created for the selected Credit Note to consume the payment amount, but still having the Sales Orderand Payment Method fields unassigned.
If this Credit Note payment is removed before finishing the ticket, the Gift Card Transaction will be removed.
Once the ticket is completed and synchronized, the Gift Card Transaction updates the Sales Order and Payment Method fields.
The Gift Card Instance is modified in backend at the following way:
The Gift Card Instance has a new transaction with the paid amount (18.90). The Current Balance has also been modified.
Create new Credit Note for the same customer
If a new credit note is generate for a customer who has already an opened credit note (for Arturo Montoro in this example), the opened credit note is canceled and it's quantity is summed to the new generated credit note. The new credit notes search key is equal to the canceled one, and the canceled's new search key is the old search key + '*C1'. If is canceled again, the search key will be the old search key + '*C2'.
Canceled Credit Note
A new transaction has been created with the remaining balance to close the Credit Note.
And a new Credit note is created with that quantity (-131.60) plus the new returned quantity (-14.50). The payments are negative, but the credit note balance is positive.
The payment associated to this new Gift Card Instance, is the original payment returned in Web POS (-14.50) adding a GL Item with the quantity amount to the canceled credit note:
The description field has information about the canceled credit note.
Unique/Multiple Credit Notes
There's a new check, at 'Customer' tab in the 'Business Partner' window that allow to create multiple credit notes to an unique user:
By default, this check is selected for each customer. If unchecked, each time a new Credit Note is created for a new customer, instead of closing and summing the quantities, a new credit note is created with only the returned value and the old one continues being usable.
The 'Anonymous Customer' always creates multiple credit notes.
Reimburse a Credit Note
The are situations in which a client wants to get in cash the value of a Credit Note.
To reimburse a Credit Note, an user must click on the Cash Management menu entry and click in the Reimburse button:
Clicking on the button, the gift cards selector is opened, in which an user can search for any Credit Note (Gift Certificates can also be reimbursed at this point, being able to difference by a label that show the type of each line).
When selecting any Credit Note the common gift card details popup appears:
Clicking the Apply button the Credit Note is reimbursed and a popup appears with the reimbursed quantity.
To persist the reimburse will be necessary to click on the Done button and confirm the Cash Management process.
Credit Notes list
A new tab has been created for the 'Business Partner' window that shows the list of credit notes that business partner has. By default, is filtered by opened credit notes.
Showing the full list:
Reverse Payments with Credit Notes
As is available with any other payment method, Credit Notes payments can also be reversed. This causes that in addition to create a new negative payment of type Credit Note, is also necessary to create a transaction that reverses the previous one. This transaction is added to the same Gift Card Instance, having the same quantity but in the inverse sign.
An example of a reverse payment could be the next one:
- To operate with Credit Note is mandatory have online connection