Credit notes

Credit notes are part of the order management functionality, they are children of sales orders

• meaning there is a composition relationship
• there can be many credit notes to a single sales order

Credit note records are created via the create credit note button on a sales order record, this will take the user to the credit note they have created.

Users can access existing credit notes via the credit notes option under show view on an order.

Credit notes have a number of other relationships to their own subtables, these are all composition one to many relationships (one credit note record can have many of the other records)

• credit note items
  • stores information about the individual lines of the credit notes
  • linked to a sales order item
• credit note refunds
  • stores information about refunds sent to customers as a part of this credit note
  • akin to payments but in reverse…
• credit note costs
  • stores information about additional costs credited on the credit note
  • linked to an additional cost record

They also have relationships with sales order items and additional costs

• There are many credit notes to a single sales order item/ additional cost
• though these are technically relationships, they only serves the purpose of allowing users to create credit note items, linked to the selected order item or credit note costs linked to the selected additional cost

At the top of the credit note record form view (which users see) is the following

• the standard navigation bar with links to home and the ability to close the record
• the credit note code
  • unique identifier
  • generated when the credit note is generated
  • CN-[order number]
• Customer/ customer ref
  • formula fields which the customer name/ customer reference from the sales order record
• credit note costs total (ex VAT)
  • sum of ex VAT total from linked credit note costs records
• credit note items total (ex VAT)
  • sum of ex VAT total from linked credit note items records
• credit note total (vat amt)
  • sum of VAT from linked credit note items and credit note costs records
• credit note total (inc VAT)
  • sum of inc VAT (ex vat + vat amt) values from linked credit note items and credit note costs records
• amount refunded
  • sum of the refund amount of linked credit note refunds records
  • this is expected to be a negative value, though it’d work as a positive value, the maths is setup such that a negative value gives the correct results
• amount to refund
  • difference berween the inc VAT credit note total and the amount refunded
• comments
  • displays the comments from the parent sales order record within a formula field

Next is the show view choice section, this works the same as the show view section on many other tables throughout the system, showing different views depending on the selected choice

• items
  • shows a list of attached credit note items
  • also has an option to manually create credit note items and link them to a sales order item (as mentioned above)
  • and an option to automatically add all items on the linked order which have quantity remaining to assign to shipments/ cn's > 0
• refunds
  • shows a list of attached credit note refunds
  • also has a section allowing users to add a refund consisting of a refund amount and a refund method
  • refund amount should be less than 0
• costs
  • shows a list of attached credit note costs
  • also has an option to add an additional cost to the credit note manually
  • and an option to automatically add all additional costs which are not yet on a shipment/ credit note

Finally is the admin section, this is only visible if isAdminMode() is true

• sales orders
  • relationship field which links to the parent sales order record
• creation datetime
  • creation datetime field which is populated when the credit note is created
• posted to Xero/ Date posted to Xero/ Post Credit Note to Xero
  • These fields are part of the integration which is used to send credit notes through to Xero
  • posted to Xero
    • must be false or the user must be an admin to send a credit note through
    • set to true once the credit note has been sent to Xero via integromat
  • date posted to Xero
    • set to the current datetime once the invoice has been sent to Xero via integromat
  • Post credit note to Xero
    • triggers the createXeroCreditNote global function
    • Assuming the credit note is okay, and passes the scenarios filters, it will be sent to Xero and the date posted/ boolean posted fields will be filled.