This Help Article covers;
Credit Notes are displayed in the Side Menu's Sales Tab List along with Sales Invoices and the Customer Page’s Sales Top Tab List (displaying an [CN] icon in the "Type" column).
There are 3 ways to create a Credit Note;
From the already created Sales Invoice of a Charge Up Job
From a new Progress Claim of a Quoted Job
Creating a Sales Invoice and giving the lines negative Quantities
To Add or Edit a Credit Note (Charge Up Job - Sales Invoice)
Adding or Editing a Credit Note for a Sales Invoice is done from the original Sales Invoice
Quick Flow;
Sales Invoice Page
“More“ (3 dots) menu
Create Credit Note option
Credit Note Details
Product line Quantities
[SAVE] or [Lock]
1. From an open Sales Invoice Page, Press the “More” (3 dots) menu then select the "Create credit note" option to display the new CREDIT NOTE: XXX Page
2. From the CREDIT NOTE: XXX Page, Check/Edit the Credit Note Details
3. From the CREDIT NOTE: XXX Page, Check/Edit the Product line Quantities
4. When you have completed building your Credit Note, Press [SAVE] OR from the Save dropdown select option [Lock]
[SAVE] – You can continue editing at a later time
[Lock] – Locks your Credit Note, and if you have a valid Xero connection, sends the Credit Note to Xero
💡 TIP: A Credit Note can also be built the same way as a Sales Invoice by entering negative “Quantity” values, then on Save, it will save as a Credit Note.
To Add or Edit a Credit Note (Quoted Job - Progress Claim)
Adding or Editing a Credit Note for a Progress Claim is done from a future Progress Claim
There are 2 types of Progress Claim Credit Notes;
Credit Note for something not done and will never be claimed
Credit Note for an overclaim and will be claimed at a later date
Credit Note for something not done;
Quick Flow:
Negative Variation
[Accept]
New Progress Claim
Claim To Date (%) OR ($)
1. Create a Negative Variation for the "something not done" and [Accept]
2. Add a New Progress Claim, then enter a Claim To Date (%) OR ($) value to the negative Variation line to apply the Credit
⚠️ NOTE: If crediting something not done, make sure you claim that item or an equal amount to what you are making the Credit for.
Credit Note for an overclaim;
Quick Flow:
New Progress Claim
Reduce either the Claim To Date (%) OR ($)
1. Add a New Progress Claim, then Reduce either the Claim To Date (%) OR ($) value of Quote Sections or Variation Lines to apply the Credit
To Select/Edit the display of your Credit Note PDF
1. From the Credit Note's Invoice/Progress Claim Preview popup, Press the Settings Icon ⚙ to display the Invoice Settings popup
2. From the Settings popup, Edit to suit, then Press [SAVE] to save and return to the Invoice/Progress Claim Preview popup
To Email your Credit Note
1. From the Credit Note's Invoice/Progress Claim Preview popup, Press the [EMAIL] button to display the EMAIL popup
2. From the EMAIL popup, Enter/Edit the Email fields then Press [SEND] to send the Email
⚠️ NOTE: The [EMAIL] button will not liven until the Credit Note has been Locked and if you have a valid Xero connection, the Credit Note has synced to Xero, and the Xero/Katipolt Total is confirmed.
💡 TIP: To re-send the Credit Note, repeat the steps above.
To Attach a File to your email
1. From the EMAIL popup, Press [ATTACHMENTS] then Select “Attach new file” OR “Browse existing files” to add attachments:
[Attach new file] - Select from preloaded to Katipolt Files
[Browse existing files] - Navigate to external files and select
To Edit the Credit Note
Open the Credit Note, make changes, then Save and/or Lock again OR if the Credit Note has been locked, un-lock, make changes then Save and Lock again.
⚠️ NOTE: Because on Lock the Credit Note displays Stage "Paid", you will need to Mark it as Unpaid to restore the [UNLOCK] button "More" (3 dots) menu > Mark as unpaid.
