Supplier credit notes

Supplier credit notes (known as ‘debit notes’ in Belgium) are issued by your suppliers and represent recognition of a credit balance you hold with your supplier.

A supplier credit note can be settled:

either by deducting the amount from your future purchases from that supplier;
or by having it refunded directly by your supplier.

The management of supplier credit notes includes the elements common to invoicing, and the specific features of supplier invoicing.

Access: Trade → Supplier credit notes

The screen displays a list of all supplier credit notes issued during the calendar year or financial year specified in the settings (if the start date of the financial year declared in the application settings is not 1 January).

The button Received button is used when your supplier reimburses the credit note directly to you.*

When you post an invoice from a supplier with whom you have an outstanding credit note, Gestan will alert you with a specific message.

===== ===== Supplier Credit Note Record

You can enter the supplier credit note number in the Supplier Credit Note No.field.

For example, you purchase 25 bags of lime from your supplier. One of these bags is damaged and you return it to the supplier.

To record this credit note, you can:

use the New button in the list of supplier credit notes
use the Generate → A credit note from the list of supplier invoices.

It is preferable to use this second option, which has the advantage of recording the relationship between the original invoice and the credit note in the Document genealogy e history of the document.

Your supplier has two options:

either to refund the credit note directly to you
or to deduct the amount of this credit note from your future purchases.

If your supplier makes a direct refund, the Received button in the list of supplier invoices allows you to record this refund.

When you go to pay an invoice from a supplier with whom you have a credit note, Gestan will offer to deduct the amount of the credit note from your payment.

If you select ‘Yes’, the payment screen will open, showing the invoice amount minus the credit note amount.

The status of the relevant credit note will then change to ‘Settled’, and the invoice payment details will show two lines: one for the credit note balance and the other for the standard payment.