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Edit a Credit Note

Overview​

This feature allows you to edit and update the contents of created credit notes.

Purpose​

The purpose is to keep the line items and basic information up-to-date for each credit note, making it easier to centrally manage the basis when referencing them in the context of billing and payment.

Additionally, reviewing the input contents before application makes it easier to prevent omissions in correcting line items and notations.

Feature Description​

Editable Conditions​

Only credit notes with a status of Pending can be edited.

Credit notes that are Applied to Billing Invoice cannot be edited.

Editable Fields​

The editable fields are as follows:

  • Items(SKU) applied to the credit note
  • Add or change Custom Items
  • Billing Address
  • Credit Note No.
    • Duplication with other credit notes is not allowed.
  • Issue Date
  • Reason
  • Comments in the PDF (Character limit)
  • Tags

If the Data Source Type is Original (Without data source), you can also edit the following fields:

  • Transaction Condition
  • Deposit Condition

Uneditable Fields​

The following fields cannot be edited:

  • Target Buyer
  • Data Source Type
  • Target Billing Invoice (If the Data Source Type is Billing Invoice)
  • Currency (If the Data Source Type is Original (Without data source))

Options Available in Credit Notes​

The available options for the following fields are determined by the maker's Core Preferences:

  • Transaction Condition
  • Deposit Condition

The tax options applied are determined by the maker's tax settings.

For details on the maker's Core Preferences and tax settings, please refer to the following instruction manuals:

Instructions​

Navigating to the Credit Note Edit Screen​

  1. Click the Transactions menu > Billing Management.
  2. Click the Credit Notes tab.
  3. If necessary, enter conditions in each Search field to search for credit notes.
  4. Click the Edit button of the credit note you want to edit.
    You will be redirected to the "Update Credit Note" page.

How to Fill Out the Form​

Edit the input fields as needed.

When Data Source Type is "Billing Invoice"​

The input fields when the Data Source Type is Billing Invoice are as follows:

  1. Items
    Enter the quantity of SKUs to apply to the credit note.

    • Edit the Price if necessary.
    • You can enter a reason per line item in the Reason field of each SKU line item.

  2. Custom Items
    You can apply items that do not exist as master products to the credit note.

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

    For each custom item, enter the following fields:

    • 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 per line item for the custom item.

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

When Data Source Type is "Original (Without data source)"​

The input fields when the Data Source Type is Original (Without data source) are as follows:

  1. Transaction Condition
    Select a transaction condition from the pull-down menu.

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

  2. Deposit Condition
    Select With Deposit or Without Deposit from the pull-down menu.

  3. Select SKU Items
    To add an SKU line item to the credit note, click the Add an Item button to add the product.
    If you do not need to add an SKU line item, you can skip this step without adding anything.

    Clicking the Add an Item button will open the "Select products" modal.

    Check the checkboxes of the products to include in the credit note.

    • You can add multiple products.
    • You can narrow down the products by entering conditions in Search Products.
    • To select all products that match the search conditions, click Select All.
    • To uncheck all, click Unselect All.

    Once the selection is complete, click the Select button.

    Enter the SKU quantity of the added products.

  4. Items
    The SKUs with entered quantities will be displayed as line items.

    Edit the Price and Tax as needed.

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

  5. Custom Items
    You can apply items that do not exist as master products to the credit note.

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

    For each custom item, enter the following fields:

    • 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 per line item for the custom item.

    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: Registers the billing address. Set the address information together.
    • Disable Register billing address: Does not register the billing address.

    When registering a billing address, select the following items from the pull-down menu to specify the billing address.

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

  2. Credit Note No.
    You can freely change the set Credit Note No.

  3. Issue Date
    Enter the issue date to be the document date. You can select the date from the calendar.

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

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

  6. Select Tags
    Select the tags to apply to the credit note.

    You can set control tags for internal data classification and operational notes.
    Control tags are not displayed on the buyer's screen.

    Check the checkboxes of the tags you want to set from the options.

    If you want to create a new tag, please check How to Create Tags.

How to Create Tags​

  1. Click the Create Tag button.
    The "Create a New Tag" modal will open.

  2. Enter the following fields:

    • Tag Code (Required)
      Enter a 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 the tag color or not using the toggle button.
      • Set Color enabled: Specify any color from the color picker.
      • Set Color disabled: No tag color is set.

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

Update the Credit Note​

After confirming the input contents, click the Update button.

If the process is successful, the credit note will be updated.

Important Notes​

Credit Notes Applied to Billing Invoice Cannot Be Edited​

Credit notes with the status Applied to Billing Invoice cannot be edited.

If changes are required, you must handle them before they are applied.