Credit Note

From UG

Contents 1 Issue Credit Note 1.1 Introduction 1.2 Steps 1.3 Functionality 1.4 Email Distribution

Issue Credit Note

Introduction

Issuing Credit Note is requiring an approval from a group of users who has permission to approve the credit that will be issued. The system will send an email notification request to a group of users for an approval. Once the credit is approved, credit note will be issued and system will send an email notification response to the user who requested an approval in order to view and print a credit note document.

Steps

1) An operator clicks Issue Credit Note button next on the specific invoice.

2) An operator update the credit note record that posted against the specific invoice.

3) An operator clicks "Submit For Approval" (re-label from Generate Document to Submit For Approval (only for Issue Credit Note))

4) System send an email to a distribution list of people who have permission to approve the record

5) A request record will appear as pending and show "View Document" button ONLY for viewing and "Approve" and "Reject" buttons.

6) View Document, Approve and Reject buttons are ONLY appeared to the list of people who have permission to approve the record (Hidden for operators).

7) Once a record is approved or rejected, system send an email response to operator who requested an approval credit note.

8) Conditions

• IF the record is rejected, system will delete this pending record immediatly
• IF the record is approved, the credit note record will be issued (PDF) and this record will also show in the system with credit note#

9) An operator is able to view and print the credit note document for recording purpose.

Functionality

1) Credit note that got issued for both Sale and Internal Invoices will be pending for an approval.

2) There is a request for an approval sending to the users who have permission to approve the credit by email.

3) Email request for an approval consists of the CT# with hyperlink to the CT# Invoice Tab

• Email content

Dear (an approval user),
This CT# is requested to issue credit note for invoice# on (Date issued) by (Issued by) for amount of (number and currency) is   
pending for your approval. Please view and approve the credit note record. Thank you.
Best regards,
Jaguar Freight Services IT Team

4) An approval user will be able to click the link from email that will bring user to the CT# Invoice Tab.

5) An approval user will be able to view the document by clicking "View Document" on the record that is PENDING.

6) An approval user will be able to approve or reject the credit note.

• IF the pending credit note is rejected, this pending record will be deleted from the system and system will generate an email to the operator who requested a credit note that this CT# with hyperlink to the CT# Invoice Tab
  • Email content

Dear (operator who requested credit note approval),
This CT# that you requested to issue for invoice# on (Date issued) for amount of (number and currency) is REJECTED by (an approval   
user) on (date time stamp). If you need further information, please contact (an approval user) directly. Thank you.
Best regards,
Jaguar Freight Services IT Team

• IF the pending credit note is approved, this pending record will show "View/Print Document" button with Credit note invoice# and the system will generate an email to the operator who requested a credit note that this CT# with hyperlink to the CT# Invoice Tab
  • Email content

Dear (operator who requested credit note approval),
This CT# that you requested to issue for invoice# on (Date issued) for amount of (number and currency) is APPROVED by (an approval 
user) on (date time stamp). Please view and print out the credit note for recording purpose in accounting bin. Thank you.
Best regards,
Jaguar Freight Services IT Team

Email Distribution

• WHO? Different list per office. (all management/all super accounting level? waiting for a list per office from Stephanie and Simon)
  • Each office, there is a different list of users who has permission to approve the credit note.