Adjustment form

Use an adjustment form when you need to correct an order. Imagine, for example, a customer ordered three items but you can only send two of those items. You tell your customer and since s/he already paid for the three items, s/he wants a refund. What do you do? You create an order of the type credit note. Only after doing this you can create an adjustment form in this credit note order. You can either create a single adjustment form or generate multiple ones. Generate PDF files to print them or to send them to your customers as an email attachment.

1. Setting up a document template for adjustment forms

To set up document templates, you can use the DocumentBuilder (menu: Setup » Documents » DocumentBuilder). For more information on how to use DocumentBuilder, refer to the manual page DocumentBuilder.

2. Creating a single adjustment form

Adjustment forms can only be created from the order type Credit note. To create a single adjustment form for a specific credit note order, proceed as follows.

Creating a single adjustment form:

  1. Go to Orders » Orders.
    → The order overview opens.

  2. Carry out the search (search) to display orders.

  3. Open the order of the type credit note for which you want to generate a credit note. Note that orders can only be opened in the list view.

  4. Go to the Documents area.

  5. At the top left, click on Create document (add).

  6. Select the Adjustment form document from the drop-down list.
    → The window Create document: Adjustment form opens.

  7. Select a date that should be displayed on the adjustment form.

  8. Optionally enter a comment that should be displayed on the adjustment form.

  9. Click on Create (add).
    → The adjustment form is created and added to the Documents area.

3. Generating multiple adjustment forms

If you want to generate several adjustment forms at once, use the search filters in the Orders » Fulfilment menu to determine the orders for which adjustment forms are to be generated. In addition, you can determine whether a status change should take place after the adjustment forms have been generated.

Generating multiple adjustment forms:

  1. Go to Orders » Fulfilment.

  2. In the line Generate credit notes / adjustment forms, click on the small plus.

  3. Carry out the settings according to Table 1.
    Note that the settings comprise Search filters as well as Procedures.

  4. Click on the gear-wheel () to generate the adjustment form.
    → A PDF file containing the adjustment forms for the previously selected credit note orders opens.

Table 1. Options in the Generate credit notes / adjustment forms menu
Setting Explanation

Search filter

Document type

Select the Adjustment form document from the drop-down list.

Order status

Select the status of the credit note orders for which the adjustment forms should be generated from the drop-down list.

Owner

Select the owner of the orders from the drop-down list for which the adjustment forms should be generated or select ALL if adjustment forms should be generated for all owners.

Location

Select a location from the drop-down list for which the adjustment forms should be generated.

Warehouse

Select a warehouse from the drop-down list for which the adjustment forms should be generated. Alternatively, select the option ALL.

Payment method

Select a payment method from the drop-down list for which the adjustment forms should be generated. Alternatively, select the option ALL.

Sorting

Determine how the generated adjustment forms are sorted. The options Credit note number, Order ID, Customer ID and Item ID are available for different sorting methods.

Limit

Determine the maximum number of adjustment forms that should be generated at once. The maximum is 200.

Procedure

Change order status

Choose an order status to which the orders are to be changed after the adjustment forms are created.
The status change is an important tool to make sure that the process is not carried out twice for orders that have already been processed.

Comment

Optionally enter a comment that should be displayed on the adjustment forms below the order items.