A Direct Supplier Credit Note is issued when there is a need to directly credit the supplier for returned goods or services without referencing an existing purchase order or delivery note. This type of credit note is particularly useful when adjusting accounts payable for discrepancies or returns that are not directly linked to a specific order.

Steps to Create a Direct Supplier Credit Note:

1. Supplier and Credit Note Information:

   • Supplier: Select the supplier from whom the credit is being issued. If the supplier is not available in the list, you can add a new supplier by clicking the "+" icon.
   • Supplier’s Reference: Enter the reference number provided by the supplier for this credit note.
   • Branch/Department: Select the branch and department associated with this transaction, if applicable.
   • Date: Set the date when the credit note is being issued.
   • Due Date: Specify the due date for this credit note.
   • Reference: Input a unique reference number for tracking the credit note internally.
   • Tax Group: Choose the appropriate tax group, such as GST.
   • Terms: Select the payment terms, such as "Cash Only."

2. Adding Items to the Credit Note:

   • Item Description: Select the item or service description that is being credited. You can edit the existing item description by clicking the edit icon, or you can create a new item description by clicking the "+" icon.
   • Quantity and Unit: Specify the quantity being credited and select the appropriate unit of measurement.
   • Batch No: If batch tracking is enabled, enter the batch number associated with the item being credited.
   • Price before Tax: Input the price of the item before applying taxes.
   • Item Tax Type: Choose the applicable tax type for the item.
   • Line Total: The system will automatically calculate the line total based on the quantity and price entered.
   • Add Items: Click the "Add" button to include the item in the credit note. Repeat this step for additional items.

3. GL Entries (General Ledger):

   • Quick Entry: If you have configured quick entries for common expenses, select the appropriate one from the dropdown menu, and input the amount. Quick entries allow for faster data entry for frequently used GL accounts.
   • GL Items for this Credit Note: Add any additional GL entries needed to properly record the credit note. This may include specific adjustments to accounts based on the credit transaction.

4. Finalizing the Credit Note:

   • Shipping Company and Memo: Enter the shipping company details and any additional notes or instructions in the memo field, if applicable.
   • Update: Click the "Update" button to recalculate the totals after making any changes.
   • Enter Credit Note: Click this button to finalize and submit the credit note.
   • Cancel Credit Note: If you do not wish to proceed with the credit note, click this button to discard the entry.

Summary:

The Direct Supplier Credit Note process in TamilAccounting ERP allows you to efficiently manage returns and adjustments with suppliers, even when they are not tied to a specific purchase order. This feature is essential for maintaining accurate accounts payable records and ensuring proper financial management.