Credit notes

In PlentyONE. you can generate credit notes as PDF files, for example if you want to print them or send them to your customers as an email attachment.
Use credit notes to grant customers additional discounts for orders that have already been paid or if you want to refund customers for returned items.

Default settings for credit notes

Carry out the default settings once in the menu Setup » Orders » Settings and save them before generating credit notes. This is required for the correct application of your desired default settings for the Standard status for credit notes and the inclusion of shipping costs in credit notes. For further information on carrying out basic settings for orders, refer to the Carrying out the preparatory settings.

1. Setting up a document template for credit notes

Before generating credit notes, you have to set up a document template.

1.1. Setting up document templates in DocumentBuilder

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

2. Creating a single credit note

You can manually create a single credit note in the corresponding credit note order. For further information and instructions on generating credit note orders, refer to the Order type credit note page of the manual.

Creating a single credit note:

  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 Credit note document from the drop-down list.
    → The window Create document: Credit note opens.

  7. Enter a date that should be displayed on the credit note.

  8. Optionally enter a comment that should be displayed on the credit note.

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

Tip: The corresponding invoice is displayed in the Reference column.

3. Generating multiple credit notes

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

Generating multiple credit notes:

  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 credit notes.
    → A PDF file containing the credit notes for the previously selected orders opens.

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

Search filter

Document type

Select the document type Credit note from the drop-down list.

Order status

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

Owner

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

Location

Select a location from the drop-down list for which the credit notes should be generated.

Warehouse

Select the warehouse from the drop-down list for which the credit notes should be generated or select ALL if credit notes should be generated for all warehouses.

Payment method

Select the payment method of the orders from the drop-down list for which the credit notes should be generated or select ALL if credit notes should be generated for all payment methods.

Sorting

Determine how the generated credit notes 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 credit notes that should be generated at once. The maximum is 200.

Procedure

Change order status

Choose an order status to which the orders should to be changed after the credit notes have been 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 below the order items on all credit notes.