How do I create and allocate a credit note?

A credit note is raised for one of two reasons; if an invoice, or part of the invoice no longer requires payment or to record a credit amount against a member's account for use against a future debit. 

• Credit an existing invoice, or part thereof.
• Record a credit against a members account.
• Allocate a credit note against an invoice.

Credit an existing invoice, or part thereof

• Find the member you want to create the credit note for.
• Go to Manage Transactions and select the Create Manual Transaction tab.
• Select the Transaction Type of Credit Note against Unpaid Invoice.
• A drop-down list of unpaid invoices will be presented, select the invoice you want to credit.  
• Once an invoice is selected a line item will be displayed the CREDITS the full outstanding amount of the selected invoice. These line items can be edited or deleted to modify the amount of the credit.
  

  The amounts displayed will be CREDITED against the selected invoice. You ARE NOT modifying the original invoice, this remains unchanged but has the created credit applied.

• Once complete click Create Transaction. This creates the credit note and automatically applies it to the selected invoice.

This process is updated in MEMNET version 3.4.2 see Notes below

Record a credit against a members account

• Find the member you want to create the Credit Note for.
• Go to Manage Transactions and select the Create Manual Transaction tab.
• Select the Transaction Type of Credit Note and fill the the description, amount(s) and optionally the account code and service date (if used) at the bottom. You can have multiple detail lines. Don't forget to click the add link.
• Once complete click Create Transaction. This creates the credit note on the member's account.

Allocate a credit note against an invoice

• Find the member you want to allocate the Credit Note for.
• Go to Manage Transactions and select the Make Payment tab. This is selected by default.
• Select Payment By  Allocation
• This will display the member's outstanding invoices and any credits (Eg. credit notes or negative invoices from event or subscription cancellations) in the grid at the bottom of the page. Enter the amount of each credit that you wish to allocate and the amount to be allocated to each invoice.
  

  The balance of the credits and the invoices must be $0.

• Click Pay to complete the allocation.

Notes:

• MEMNET version 3.4.2 introduces changes to the  Credit Note against Unpaid Invoice option that allows for the selection of multiple invoices, there is then a checkbox to indicate in individual credits should be created (or one credit for the total amount). The remainder of the workflow is unchanged.
• The allocation of over payments (where the member has a credit due to them paying to much on a previous transaction) is the same as the allocation of a credit note except you must select Payment By Allocate Over Payments rather then Allocate Credits.
• A credit note can only be allocated against the unpaid part of an invoice, if an invoice is paid see How to dishonour a payment or how to refund a payment.