Create a Credit Note

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

This feature allows you to create credit notes, which serve as proof of refunds to customers or reductions in billing amounts, from the Billing Management section of the Maker App.

Purpose

The primary purpose of the credit note creation feature is to record refunds or reductions as documents and make it possible to explain their details and basis later.

It also makes it easier to fulfill accountability as a transaction record by setting reasons for each line item and outputting them to PDF.

Feature Description

Data Sources for Creating Credit Notes

Credit notes can be created from the following two types of data sources.

Reference data, input specifications, and setting items vary depending on the data source.

Data Source	Description
Billing Invoice	Select items and enter details based on a Billing Invoice. Currency and SKU details are referenced from the Billing Invoice.
Original (Without data source)	Select items and enter details from the product master without referencing document-derived data. Currency, Transaction Term, and Deposit Condition are set on the credit note side.

Types of Line Items

The following line items can be added to a credit note.

• Items: These correspond to SKU details. When using Billing Invoice as the data source, they are added by referencing the invoice.
  For Original (Without data source), they are added manually.
• Custom Items: Items that do not exist in the product master can be added as Custom Items.

A Reason can be set for each line item. This is also output for each detail on the PDF.

Items Dependent on Configuration Settings

The available options for the following items are determined by the merchant's core preferences.

• Selectable Currencies
• Selectable Transaction Terms
• Selectable Deposit Conditions

The available options for taxes are determined by the merchant's tax settings.

• For details on core preferences, refer to Core Preferences.
• For details on tax settings, refer to Create a Tax Master.

Basic Information of Credit Note

The following items can be set as basic information.

• Billing Address
• Credit Note No.
• Issue Date
• Reason (Output to PDF)
• Comments in the PDF (Character limit)

Automatic Generation of Credit Note No.

You can specify whether the Credit Note No. is generated automatically or customized manually.

When generating automatically, it is created based on DEXTRE's standard rules or the document numbering rule settings.

For details on document numbering rules, refer to Configure Document Numbering Rules.

Application of Tags

Tags can be applied to the credit note being created.

Instructions

Navigating to the Credit Note Creation Screen

1. Click Transactions menu > Billing Management.
2. Click Create Credit Note.

How to Fill Out the Form

When Adding Details Based on a Billing Invoice

The input items for the Billing Invoice data source type are as follows.

1. Data Source Type
   Select Billing Invoice from the dropdown.

2. Enter conditions in each item of Search as necessary to filter the invoice to be used as the data source.

3. Select one target invoice from the list using the radio button.

4. Items
   Enter the quantity of the SKU to be applied to the credit note.

   • Edit the Wholesale Price as necessary.
   • You can enter a reason for each detail in the Reason field of each SKU line item.

5. Custom Items
   Items that do not exist in the product master can be applied to the credit note.

   Click Add an Item as necessary. One input field for a custom item will be added.

   Enter the following items for each custom item.

   • Display Name: Enter the display name of the custom item.
   • Quantity: Enter the quantity of the custom item.
   • Price: Enter the wholesale price of the custom item.
   • Tax: Check the tax to be set.
   • Reason: You can enter a reason for each custom item detail.

   Unnecessary items can be deleted by clicking the trash can icon.

When Manually Adding Details via Original (Without data source)

The input items for the Original (Without data source) data source type are as follows.

1. Data Source Type
   Select Original (Without data source) from the dropdown.

2. Enter conditions in each item of Search Buyers as necessary to filter the target buyer.

3. Click the Select button for the target buyer.

4. Currency
   Select the currency to be used from the dropdown.

5. Transaction Term
   Select the transaction term from the dropdown.

   Also, enter the transaction term rate corresponding to the selected transaction term.

6. Deposit Condition
   Select With Deposit or Without Deposit from the dropdown.

7. Select SKU Items
   To add SKU details to the credit note, click Add an Item to add products.
   If adding SKU details is not required, you can skip without adding them.

   Clicking Add an Item opens the "Select Products" modal.

   Check the checkboxes for the products to be included in the credit note.

   • Multiple products can be added.
   • You can filter products by entering conditions in Product Search.
   • To select all products that match the search criteria, click Select All.
   • To uncheck all, click Unselect All.

   Once selection is complete, click the Select button.

   Enter the SKU quantity for the added products.

8. Items
   The SKUs for which a quantity was entered will be added as line items.

   Edit Price and Tax as necessary.

   Also, you can enter a reason for each detail in the Reason field of each SKU line item.

9. Custom Items
   Items that do not exist in the product master can be applied to the credit note.

   Click Add an Item as necessary. One input field for a custom item will be added.

   Enter the following items for each custom item.

   • Display Name: Enter the display name of the custom item.
   • Quantity: Enter the quantity of the custom item.
   • Price: Enter the wholesale price of the custom item.
   • Tax: Check the tax to be set.
   • Reason: You can enter a reason for each custom item detail.

   Unnecessary items can be deleted by clicking the trash can icon.

Setting Basic Information and Tags

1. Billing Address
   Specify whether to register the billing address or not using the toggle button.

   • Enable Register billing address: Register the billing address. Set the address information accordingly.
   • Disable Register billing address: The billing address will not be registered.

   When registering a billing address, select the following items from the dropdown to specify the billing address.

   • Input new address: Enter various address information for the billing destination.
   • Select a billing address: Select or change the billing address from the billing list.

2. Credit Note No.
   Specify whether to customize the Credit Note No. manually or generate it automatically using the toggle button.

   • Enable Customize Credit Note No.: Set the Credit Note No. using free text.
   • Disable Customize Credit Note No.: The Credit Note No. will be automatically generated.

3. Issue Date
   Enter the issue date, which will be the document date. The date can be selected from the calendar.

4. Reason
   Enter the reason for issuing the overall credit note. It will be displayed in the header of the output PDF.

5. Comments in the PDF (Character limit)
   Enter the text to be included in the header section of the PDF. Up to 100 characters can be entered.

6. Select Tags
   Select the tags to be applied to the credit note being created.

   Control Tags can be set for internal data classification and operational notes.
   Control Tags are not visible to buyers.

   Enable the checkboxes for the tags you wish to set from the options.

   To create a new tag, please refer to How to Create a Tag.
   It explains the tag creation process in detail.

How to Create a Tag

1. Click Create Tag.
   The "Create a New Tag" modal opens.

2. Enter the following items.

   • Tag Code (Required)
     Enter the code to identify the tag.
   • Tag Name (Required)
     Enter the display name of the tag.
   • Description
     Enter a brief description of the tag.
   • Tag Color
     Specify whether to set a tag color or not using the toggle button.
     • Set Color enabled: Specify any color from the color picker.
     • Set Color disabled: No tag color will be set.

3. After confirming the input details, click the Create button.
   The created tag will be added to the options in Select Tags.

Create Credit Note

After confirming the input details, click the Create button.

Upon successful processing, the credit note will be created.

Important Notes

Data Not Referenced from Billing Invoice When Data Source Type is "Billing Invoice"

When using a Billing Invoice as the data source, only the Target Buyer, Currency, and SKU detail data are referenced from the Billing Invoice.

The following data is not referenced from the Billing Invoice in the credit note creation form.

• Billing Percent
• Custom Items
• Shipping Fee
• Other Fee
• Billing Balance applied to the invoice
• Goods Return Note applied to the invoice
• Credit Note applied to the invoice