Create and print a credit note for customer invoices [AX 2012]

Updated: October 14, 2014

You can create an invoice with a negative amount; such an invoice is classified as a credit note. You must select the transactions that were previously posted for a customer invoice and then edit the transactions to create and print a credit note. With the exception of legal entities whose primary address is Germany, the title of the invoice is Corrective invoice.

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Related setup tasks

  1. Select a number sequence code for the corrective invoice reference in the Accounts receivable parameters form.

  2. (DEU) Select the Print corrective invoice on sales credit memo check box, and specify the date from which the corrective invoices are printed instead of credit notes in the Legal entities form.

    NoteNote

    This control is available only for legal entities whose primary address is Germany.

  3. Create and post a sales order invoice. For more information, see Sales orders (form).

To create and print a credit note for returned items that are invoiced for a posted sales order, follow these steps:

  1. Click Accounts receivable > Common > Sales orders > All sales orders. Select an invoiced sales order.

  2. On the Sell tab, click Credit note.

  3. Select the Select all check box to select all sales invoice transactions, or in the lower pane, select the Mark check box next to the sales order line that you want to correct the quantity of the returned items.

  4. Specify a reason code and a description for the selected sales order transaction.

  5. Click OK to update the selected sales invoice transaction with a negative amount for the returned items. On the Invoice tab, click Invoice to post the invoice for the sales order.

  6. In the Quantity field, select Deliver now, and then select the Print invoice check box to print the invoice.

  7. Click OK to post and print the credit note.

Create a return sales order for the returned items and specify a reason code for returning the items. After you create the return sales order, send the return order acknowledgement to the customer to return the items. Create an item arrival journal based on the returned items, and then post the journal to invoice them. You can generate a packing slip for the returned items and post the invoice for the return sales order to print the credit note.

To create and post a return sales order, follow these steps:

  1. Click Sales and marketing > Common > Return orders > All return orders.

  2. Create a new return sales order, and then specify a customer account number and reason code for returning the items.

  3. Click OK, and on the Action Pane, click Return > Find sales order.

  4. Select the Select all check box to select all sales invoice transactions, or in the lower pane, select the Mark check box next to the sales order line that you want to correct the quantity of the returned items for.

  5. Select a reason code, and then enter a reason comment for the selected sales order transaction.

  6. Click OK to update the selected sales invoice transaction with the selected return items.

  7. On the Action pane, in the Send field group, click Return order to post the return sales order.

To create and post an item arrival journal, follow these steps:

  1. Click Inventory management > Periodic > Arrival overview.

  2. On the Overview tab, in the Setup name field, select the return order type, and then click Update to update the overall item arrival list.

  3. In the Receipts pane, select the Select for arrival check box for a sales order, or in the Lines pane, select the check box for a sales order line that the return order is created for.

  4. Click Start arrival to generate an item arrival journal.

  5. Click Inventory management > Journals > Item arrival > Item arrival.

  6. Select an item arrival journal, and then click Lines to enter the disposition codes for all of the journal lines.

  7. Click Validate to validate the journal lines, and then click Post to post the item arrival journal.

To print the credit note for the return sales order, follow these steps:

  1. Click Sales and marketing > Common > Return orders > Open return orders.

  2. Select the return sales order for which the item arrival journal is posted.

  3. Click Send > Acknowledgement to send the acknowledgement to the customer that the return order was created.

  4. Click Generate>Packing slip to generate the packing slip for the returned items.

  5. Click Accounts receivable > Common > Sales orders > All sales orders. Select the invoiced sales order.

  6. On the Invoice tab, click Invoice to post the credit note.

  7. In the Quantity field, select Deliver now, and then select the Print invoice check box to print the invoice.

  8. Click OK to post and print the credit note.

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Configuration keys

Click System administration > Setup > Licensing > License configuration. Select the Return orders configuration key.

Security roles and duties

To perform this task, you must have the following roles:

  • Accountant (LedgerAccountant)

  • Accounts payable clerk (VendInvoiceAccountsPayableClerk)

  • Accounts payable manager (VendInvoiceAccountsPayableManager)

  • Buying agent (TradeBuyingAgent)

  • Customer service manager (TradeCustomerServiceManager)

  • Customer service representative (TradeCustomerServiceRepresentative)

  • Production supervisor (ProdProductionSupervisor)

  • Project assistant (ProjProjectClerk)

  • Project manager (ProjProjectManager)

  • Purchasing agent (VendPurchasingAgent)

  • Purchasing agent - Public Sector (VendPurchasingAgent_PSN)

  • Purchasing manager (TradePurchasingManager)

  • Retail store manager (RetailStoreManager)

  • Sales clerk (TradeSalesClerk)

  • Sales manager (TradeSalesManager)

  • Sales representative (TradeSalesRepresentative)

To create and print a credit note for a customer invoice, you must be a member of a security role that includes the following duties:

Duty

Name

Procedure

PurchOrderToInvoiceProgressInquire

Inquire into purchase order to invoice progress

PurchOrderMaintain

Maintain purchase orders

MCRReturnSalesReturnOrderMaintain

Maintain sales return order

Create and print a credit note for a return sales order

ReturnSalesReturnOrderProgressInquire

Inquire into sales return order progress

Create and print a credit note for a return sales order

ReturnAcknowledgementApprove

Approve return acknowledgement

Create and print a credit note for a return sales order

ReturnSalesReturnOrderMaintain

Maintain sales return order

Create and print a credit note for a return sales order

KanbanExecutionServiceReceiptsMaintain

Maintain service receipts kanban execution

KanbanSchedulePurchaseOrdersMaintain

Maintain kanban purchase orders schedule

PurchOrderApprove

Approve purchase order

Security roles and privileges

To create and print a credit note for a customer invoice, you must be a member of a security role that includes the following privileges:

Privilege

Name

Procedure

PurchTableDetailsMaintain

Maintain purchase order details

PurchTableDetailsView

View purchase order details

MCRCreateRMAMaintain

Maintain new RMA's

MCRReturnTableDetailView

View return order details

Create and print a credit note for a return sales order

ReturnTableDetailsView

View return order details

Create and print a credit note for a return sales order

ReturnTableDetailsMaintain

Maintain return order details

Create and print a credit note for a return sales order


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