How do I raise a credit note

This helpcard describes how to raise a credit note on the system
A credit note can only be raised, if an invoice has already been raised against a purchase order
It is the purchase order that you need to locate in order to raise a credit note
[1] Searching for a purchase order you wish to raise a credit note for:
Once you have logged onto the system, Click
orders that have had an invoice raised against them
from the options at the top of the page to display all purchase
The PO Credit List screen displays all purchase orders that have had an invoice raised against them, by purchase order date,
with the most recent at the top of the list
The following information taken from the purchase order is visible:Select
A radio button to use to select a PO from the displayed list
PO No
The purchase order number
Item
The line item number taken from the purchase oder
Order Date
The order date taken from the purchase order
Description
The item description as entered on the purchase order. (Only two lines worth of information are displayed
per item, please refer to your hard copy of the purchase order to see the full details)
Ord. Qty
The quantity ordered by the BBC
UoM
The unit of Measure eg hours, days etc
Net Price
The net price per item. If this field says £0 then the purchase order was probably created with an estimated price which
will not be displayed
Del Date
The delivery date for the goods/services
Down Payment
The down payment value (if applicable)
Rec. Qty
The number that have been received (and a Goods Receipt Note (GRN) created) by the BBC
Quantity
The number you have already invoiced for, (ie either a full or part invoice was previously created)
Please note: The information on this screen is taken from the purchase order as raised by the BBC. If you have raised an invoice against a
purchase order and changed either the Ord. Qty or Net Price the values shown on this screen will be as per the PO and not the invoice
Search for the purchase order you wish to raise a credit note for
enter the PO number into the PO No search field
Click
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If the system cannot find the entered PO number, no information will be displayed:-
Re-enter another PO number into the PO No search field and then Click
purchase orders Click
again If you wish to return to the initial list of
from the list of options at the top of the page
[2] What to do when you have found the purchase order you wish to raise a credit note for:
at this point, but the whole PO will be displayed on the following page)
Click
The Credit Note Items screen is displayed:-
All the line items are selected by default, deselect the line items you are not raising the credit note for.
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The only fields that you may change are the invoice quantity ( Inv.Qty), Net Price and Tax Code (select from the list of options).
Please note: The Net Price entered on the credit note must be the same as the PO, unless the invoice has a status of 'Payment Run
Completed' (ie the invoice has been paid)
Enter the information as required for the credit note you are raising
Click
at the bottom of the page
The Submit Credit Note screen is displayed which shows your Invoice Number and Invoice Date, the line items as previously selected,
the Net value, Expected Vat and Gross value of the credit note you are raising:-
Notes may also be entered but are not limited or mandatory. Both these fields can be viewed by Xansa, and will appear on the Credit Note.
When happy with the information that has been entered on the Submit Credit Note screen
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Click
at the bottom of the page
An image of the credit note is displayed:-
The credit note was successfully submitted to the
BBC/Xansa, this is the SAP generated number used to track
credit note payments
Scroll down the page to see further information on the credit note
The Invoice Number and notes as entered on the previous
screen are displayed at the bottom of the invoice
The image may be printed
This is the tax code legend
(if required), but MUST NOT to be sent to Xansa).
For more information, see the ‘How do I print an invoice or credit note’ helpcard
It can also be saved
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as a .gif or .bmp file OR emailed
as required
If you wish to raise another credit note Click
screen
at the top of the screen to return to the PO Credit List
Once a credit note has been raised against a purchase order line item, that line item is no longer visible in the PO Credit List screen (unless
the line item was only part credited)
To view the credit note Click
from the options at the top of the page and search for the PO number
[3] Logging off the system:
To log off the system Click
from the options at the top of the page
Click OK to log off or Cancel to remain in the system
By Clicking OK you are logged off the system and the following message is displayed:-
Close the browser by Clicking
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