You can easily process credits following the steps below:
Credit lifecycle â what happens at each stage
Stage | Where it appears | Who acts | Outcome |
Credit raised by purchaser | Supplier: Pending Investigation tab | Supplier | Credit request is available to review |
Supplier rejects credit | Removed from Pending Investigation | No further action | Purchaser sees the rejection and the reason added. Credit is closed. |
Supplier accepts credit | Portal Credit Note tab (or Paper Credit Note / EDI) | Supplier | Supplier enters credit note details, alters if needed, and confirms |
Credit confirmed | Removed from Pending Investigation | Purchaser (Paper only) | Portal: purchaser is notified via the system. Paper: purchaser must action manually on receipt of the physical credit note. |
In Procure Wizard, click Credits/Returns.
Click Pending Investigation and select the credit to process.
Click the Credit Request tab and check the credit details:
If you don't agree that the credit is due, select Reject Credit and add a comment advising the customer why you're rejecting it.
To accept and process the credit, click the Portal Credit Note tab.
This may be called Paper Credit Note or EDI.
If the tab is called Paper Credit Note, your customer actions the credit on their account once they've received the physical credit note.
Insert your Credit Date, internal Credit Note number and click Save.
If the credit matches your internal credit note, select Confirm Invoice.
If the credit doesn't match your internal credit note, you need to:
Click Alter and update any area's required to match your internal credit note. This is in the same way you'd update an invoice. You can change the:
Product Quantity.
Product Pricing.
Products can be added, deleted or swapped.
Add & remove VAT if required.
Click Confirm Changes then select Confirm Invoice.
đ Notes:
To process your credit, you may first have to acknowledge it.
Only suppliers can approve or reject credits.
What the purchaser sees
Once you process a credit, here is what happens on the purchaserâs side:
If you reject the credit: The purchaser can see the rejection in their Credits/Returns screen along with the reason you entered. No further action is needed from either side.
If you confirm via Portal Credit Note: The credit is processed through the system. The purchaser does not need to take any further action.
If you confirm via Paper Credit Note: The credit is marked as confirmed in Procure Wizard, but the purchaser needs to manually action it when they receive the physical credit note from you.
đ Note: if a purchaser contacts you about a credit they raised: Check the Pending Investigation tab first. If the credit is no longer there, it has already been processed or rejected â check your confirmed credits or ask them to check their Credits/Returns screen for the outcome.