Overview
This article explains how to authorise or reject credit notes within Weighsoft.
Settings
User Permission
In order to Authorise of Reject a credit note you must have the Credit Note Authorise user permission. If you do not have this permission and require it, please contact your Weighsoft Admin user.
Email Setting
It is possible for an email to automatically sent out to users any time a credit note is created.
This is controlled in Administration>Alerts>Internal>Credit Note
Note: Multiple emails just need to be separated by a ";"
When setup an email will be sent out to the set email addresses as soon as a credit note is created by any user.
The email template will appear as below and is hard-coded into the system (so cannot be edited)
Steps to Authorise or Reject a Credit Note
Hover over Modules.
Click Invoicing.
On the right-hand side, click Authorise Credit Notes.
Locate the credit note you wish to authorise or reject.
Press the appropriate function: Authorise or Reject.
Authorised Credit Notes
Once a credit note has been authorised it will appear for all users in the Invoice Ledger screen and can then be emailed out and posted.
⚠️Important: Any credit notes that have not been authorised or rejected cannot be printed or emailed. If you attempt to print or email an unauthorised credit note, you will see the following error: “You cannot print or email this invoice as it is not authorised.”
Rejected Credit Notes
If you reject a credit note you will be required to enter a reason (this is a free text field so can type in what you like).
An email is then sent to both the user that created the credit note.
The email template will appear as below and is hard-coded into the system (so cannot be edited).
Viewing Rejected Credit Notes
By default the system will hide rejected credit notes from the Invoice ledger screen.
You can enable them as follows:
Go to Modules>Invoicing>Invoice Ledger
Click on the "Filter" button in the top-left
Enable the "Show Rejected Credit Invoices" option
Click on Search
You can then click on any rejected credit notes to view the details
Reporting on Rejected Credit Notes
There is no pre-built report that queries rejected credit notes.
If you require a report you have the following options:
Follow the steps above to view the rejected credit notes in the invoice Ledger screen, then click on the Export to CSV option.
Create your own report in the Report Generator 2
You will need to use the "invoices" dataset and have parameters of "RunType = C" and "IsAuthorizedRejected = 1"
for ore details on how use the Report Generator 2 please consult the knowledge article.
Contact Supoprt or your Account manager to have a custom report created