How to Add a Supplier Purchase Credit

    Purchase Credits can be added to the system from the Purchase Order dataset or from the Invoice Register dataset.

    Purchase Credits are very similar to a Supplier Invoice.

    The Purchase Credits will have the company Purchase Order number stated on the document, making it easy for a user to search the system and locate the correct record.

    1. Select the Procurement category, then select Purchase Order.
    2. From the search screen, enter the Purchase Order Number into the field as shown, select Search or hit Enter to show the results in grid view.
    3. To open the record, double click on the grey area to the left of the record.
    4. Select New Record>Invoice Register or select the Invoice Register tab and hit Insert on your keyboard to create a new record.
    5. Under Invoice Register Type select Purchase Credit to make sure you are creating a Purchase Credit (once the record has been saved this cannot be changed).
    6. Fill in the rest of the required information.
    7. Select the Approval tab to view/assign a user to the Approval by User field.
    8. Select Functions>Add PO Lines to Invoice.
    9. The system will open the PO Items search screen and show all lines attached to the PO that have already been invoiced, highlight the relevant row(s):
    10. Select Close.

    You will be asked if you're sure you wish to continue.

    Select Yes to add the line to the Invoice Register record or No to cancel the operation.

    1. To view the lines added to the Invoice Register, select the Invoice Register Lines tab.
    2. To open the Invoice Register Line(s), double click on the grey area to the left of the record or select Open All to view/amend the Invoice Register line value.
    3. If you wish the system to reduce the quantity received from the actual purchase order item line, select "yes" for Reduce Qty Recd on Po Item Yes or No and enter a negative Qty or Duration.

    If you do not want it to reduce the purchase order item quantity received select "no" for Reduce Qty Recd on Po Item Yes or No and enter the negative Net Value.

    You would select "yes" and enter a Qty if the items have been returned to your supplier but the supplier is going to replace them. This is not increasing the original PO Order Qty or value but updating the Qty received so that you can see there are items still outstanding which can then be receipted (GRN) into the system as normal.

    You would select "no" if you are not expecting a replacement.
    Example why you would select "yes":
    PO Qty Ordered - 10 Valves
    PO Qty Received – 10 Valves
    Qty Invoiced by Supplier – 10 valves
    One valve has defects and supplier has agreed to ship a new one at no extra costs. Therefore you would raise a Purchase Credit to reduce the received Qty but does not affect the value.

    Example where you would select "no"
    PO Qty Ordered - 10 Valves
    PO Qty Received – 10 Valves
    Qty Invoiced by Supplier – 10 valves
    Goods were faulty and you do not require a replacement. Purchase Credit will reduce the PO Invoice item line Value.