The credit note procedure is used when you do not create regular invoices for a customer, but instead receive a credit note or self-billing document from that customer. In this case, the customer determines the settlement amount, and the settlement is recorded in Logistiqo through the credit note procedure.
This is different from creating a regular credit note for a customer. A regular credit note is usually created by you as a correction or credit document. The credit note procedure is used when the customer settles your services by issuing a credit note to you.
When to use the credit note procedure
Use the credit note procedure if a customer does not want to receive regular invoices from you, but instead sends you a credit note or self-billing document for the performed shipments.
Typical use cases are:
- the customer uses self-billing
- the customer sends you a settlement statement instead of requesting an invoice
- shipments should not be invoiced through the normal invoice workflow
- the settlement should still be recorded and cleared in Logistiqo
Activating the credit note procedure for a customer
First, the customer must be set up for the credit note procedure.
- Go to Contacts > Companies.
- Select the customer for whom the credit note procedure should be used.
- Open the accounting settings for the customer.
- Activate Credit Process.
- Save the customer.
After this setting has been saved, Logistiqo can mark shipments for this customer as credit note procedure shipments.
Credit note procedure in shipments
Go to Shipments > Shipment and create or open a shipment for the customer.
If Credit Process is activated for the customer, the shipment can be marked accordingly. This indicates that the shipment should not be billed through the normal invoice process, but through the credit note procedure.
In individual cases, the checkbox can be changed manually. This is useful if a specific shipment should be handled differently from the customer default.
Creating the credit note settlement
Once the relevant shipments exist, the credit note settlement can be created.
- Go to Accounting > Debtors > Invoice.
In the table selection, choose Shipments Credit Note.
This table is only available if there are shipments that are marked for the credit note procedure.
- Select the shipments that should be included in the settlement.
- Click New.
- Check the created credit note settlement and complete any missing data if required.
- Save the document.
The selected shipments are then processed through the credit note procedure instead of the regular invoice workflow.
Important notes
The table Shipments Credit Note is only shown when there are shipments available for the credit note procedure. If the table is not available, check whether the customer has Credit Process activated and whether the shipments are marked accordingly.
Do not confuse the credit note procedure with a regular credit note or invoice correction. A regular credit note is created when you want to credit an amount back to a customer. The credit note procedure is used when the customer settles your services by issuing a credit note or self-billing document to you.
If a shipment should be invoiced normally, make sure that it is not marked for the credit note procedure.