Weighsoft has the facility to generate credit notes either from an address (ad hoc), or against an existing invoice (corrective).
There are several settings which can be configured to control the flow of credit notes, these are found by:
Hovering over Administration and clicking Settings
Click Finance
Click Credit Note
Setting | Description |
Allow partial edit of credit row | Allows for the line price items (quantity, product price etc) to be modified to the cost per unit and quantity to be credited. For Example, if the original price was £1.50 this can be adjusted to £0.25 to remove an over charge/apply a discount. |
Allow Reinvoice Nett Edit | Allows for the nett price per line (product cost + haulage) to be updated without changing the underlying values. Enabling this does allow for the potential to take prices out of line and should be used with caution |
Set Re Invoice As Today | When reinvoicing, the new invoice date will use today's date by default, otherwise it uses the original invoice date |
Set account address only on re-invoice | Changes the default option for re-invoicing to a new address. When off, this will default to the site address, when enabled it will default to billing address only. |
Raise Credit Note Require Outlet | Enables the requirement for the outlet to be set on ad hoc credit notes. If you are setup for multi company, outlet is required regardless of the setting. |
Standard Credit Note Template | Defines which credit note page is displayed, Version 2 is recommended. |
Auto populate EWC when changing Product or Waste Type | Changes the EWC code on re-invoice if the product or waste type is changed |
Re-Invoice Don't Create Invoice | When re-invoicing, new transactions are generated for the re-invoice, but the invoice itself is not produced. This allows for the re-invoice to be generated and issued at a later date and additional amendments to the transactions to be made in advance. |
Warn If Credit Not Money And Tonnage | When crediting, this will send a warning to the end user when attempting to complete the credit note if Money and Tonnage is not set. Enabling this setting is recommended. |
Enable Override to Stop Transaction Item from Self Billing | Enables the setting to prevent the original transaction on the invoice from being self billed. |
Credit Note Date Default to Today | Sets the credit note date to today by default. If disabled, default date is the original invoice date. |
Apply Tax Calculations to Money-Only Credit Notes | Enables tax recalculations when crediting Money only. Tax recalculations apply to Money and Tonnage only with tax generally being based on the tonnage. |
Adjust 'Money & Tonnage' Credit Note Net Weight | Allows for partial credit of tonnage. |
Ad Hoc Credit Notes
Ad Hoc credit notes are single charge, simplified credit notes. To raise one:
Navigate to the address the credit is for.
In the address navigation click Raise Credit Note.
From here, select a credit reason, any notes related to the credit and set:
Product
Unit
Date (default: today's date)
Quantity (1 by default)
PPU
In addition, the Waste Type, Outlet, Zone and Customer order number be set if needed.
Once all necessary items have been completed, click Create Documents (or just Create if you are using version 2).
Credit from invoice
Navigate to the Invoice that requires crediting
Click Raise Credit Note
From here at the top of the page are the options to configure the credit note:
Credit Reason.
Add notes.
Change credit date.
Credit specific customer order number.
You can pick and choose which item you'd like to credit on the invoice using the checkbox on the left hand side of the line. You can credit all items or handpick a particular ticket that wasn't required to be invoiced. As part of the selection, you can define if the credit is money only, or money and tonnage, alongside the quantity and price values to credit.
Important: The "Money" option should be used in scenarios where the item on the invoice is valid, but the cash value only is incorrect. If the line requires further corrections or is invalid (e.g. change of product, weight, incorrect account/address, work not completed, etc) the "Money and Tonnage" option should be used.
In addition, on the right hand side of each line, is the re-invoice option. When selected, the following options are presented for adjustment on the new invoice line:
Product
Waste Type
EWC Code
SIC Code
Unit of Sale (Unit)
Customer Order Number
Outlet
Haulier
Haulier Ref
Exemption Number (Exempt No)
Vehicle
Driver
Gross Weight
Tare Weight
Nett Weight
Quantity
Product Price
Haulage Cost
Haulage Sell
Unit Price
Cross Hire Unit Price (CH Unit Price)
Tax Code
Vat Code
Nett
Allow Re-selfbill
Set Original To Not Self Bill (this is by whole invoice in version 2, not by item)
As part of reinvoicing, you can select whether or not the new invoice should be against a new account or site address by ticking Re-invoice to different account or address. Selecting the Site Address option will update site and billing address, Billing Address will update the billing address only.
Important: if you need to credit and re-invoice to various addresses, you will need to do individual credits and reinvoices for each set of address changes. If You need a single credit note in this scenario, all credit notes generated as part of invoice regeneration will need to be deleted before raising a new credit note only for all items.
Once you have selected the necessary lines and configured them, click create documents. This will create the credit note (and re-invoice if needed) and associated transactions for each record.
Note: Re-invoicing will generate new copies of the existing transactions, if you haven't selected Money and Tonnage as part of crediting, the credit transactions will not cancel out the tonnage from the original transactions, resulting in tonnages being misaligned in reporting.
On completion of credit note generation, the new credit note will be loaded onto the screen. If you generated a new invoice alongside, can be found in the invoice ledger and will have a higher invoice number than the credit note. Generally, this would be the next document number, but may differ depending on what other invoicing actions are taking place at the same time.
Troubleshooting Common Issues
Correcting Transactions After Rerunning a Self-Bill Invoice
If you have deleted a self-bill invoice run and rerun it, you may notice that the transactions still show the old invoice details. To correct this:
Edit each affected transaction.
Remove the note that contains the old self-bill invoice number.
Run the self-bill invoice process again.
By removing the old invoice-number note, the rerun will assign the correct invoice details to the transactions. This ensures that the updated invoice information is accurately reflected.
Best Practices for Managing Invoice Corrections
Always review transactions after deleting and rerunning invoice processes to ensure accuracy.
Use system features, such as checkboxes for deleting reinvoiced transactions, to streamline corrections.
Document any changes made during the invoicing process for future reference.
By following these steps and best practices, you can effectively manage self-bill invoice runs and reinvoicing, minimizing errors and ensuring accurate financial records.