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Entering credit notes for clients

Practice Manager only

When a client has paid a bill and then requires a refund or does not pay the bill at all, a credit note must be raised to remove the amount from the debtors balance in the debtors ledger. Credit notes can be used against existing bills or they can have a new reference.

Use the Miscellaneous Charge feature to raise a credit note for a client. Enter the credit amount as a negative amount in the Create New Billing Charge window so that the credit note is processed correctly in the debtors ledger.

Enter a brief reason for the credit note in the Notes field.

To enter a credit note
  1. Create a draft bill for the client or assignment (AE)/job (AO) you want to raise a credit note. See Creating bills for clients using the Billing Wizard.

  2. Access the Billing Main page.

    Alternatively, work through the Billing Wizard to the Stage Two—Add bill amounts window.

  3. Click Bill Amounts 


  4. The Bill Amount window opens. Ensure that you are in Edit Bill mode, see Editing and unlocking draft bills or by working through the Billing Wizard.

  5. Click

    Create miscellaneous charge on the Bill Amounts window toolbar. The Select Client Assignment (AE)/Select Client Job (AO) window opens.

  6. From the list, select the assignment/job to record the credit note against.

    If you require an assignment/job that is not listed, click Find to access the Find Assignments (AE)/Find Jobs (AO) window. From here you can search for any client assignment/job in the system.

  7. Double-click the assignment/job. The Create New Billing Charge window opens. The Implemented by field defaults to the employee creating the miscellaneous charge. The In Employee’s Time Period field defaults to the current time period selected for the employee.

  8. Select the required Transaction Date. This defaults to today’s date.

  9. To change the date, enter the date in the format dd/mm/yyyy or select it from the drop-down calendar.

  10. Select the required Type from the drop-down.

    Miscellaneous charge types must be set up by your system administrator in order to be available here. This is done from Maintenance > Maintenance Map (AO) > Miscellaneous > Code Types > Misc Charge. You should have a specific charge type for credit notes so they can be tracked in the system.

  11. Enter the amount of credit for the client in the Amount field.

    This must be a negative amount.

  12. Enter the reason for the credit in the Notes field.

  13. Click OK to save and close the new billing charge.

  14. Click Close. The Select Client Assignment/Select Client Job window closes. This credit amount is displayed in the Bill Amounts window in the Write-On (Off) field. The bill total shows a negative amount. If other WIP is being invoiced on the same bill, the bill total will decrease to reflect the credited amount.

  15. To view the credit amount in the Bill Amount window drill down through the client/assignment/job, or group the items by Code Type to show miscellaneous charges as their own item.

    All miscellaneous charges for a client are displayed as one item in the Bill Paragraphs window, whether entered before or during billing. Manually create separate line items in the Bill Paragraphs window if you want them to display individually in the client’s bill. Ensure that the individual item amounts are amended to match the total miscellaneous charge amount or you will not be able to post the bill.

  16. Add the appropriate bill paragraphs with credit note information as required.

  17. Update the billing address information, if required.

  18. Change the information on the Billing Main page, if required.

  19. Check that the relevant template for credit notes is selected in the Style field.

  20. Click Post to finalise and print the credit note. The credit note is listed as a new bill in the Full Billing History section of the Bills tab on the client page.

  21. Allocate the credit note in the Debtors Ledger. See Allocating entries / unallocated receipts to a bill.

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