Authorisation of Sales Order Credit Notes
Once a departmental sales invoice has been raised and saved, changes are not permitted. If an error occurs or has been made in the entry, a credit note will be required to reverse the invoice. Should it be necessary to raise a credit note then arrange to enter the necessary detail through the Sales Order Entry screen ensuring that the value is keyed as a MINUS VALUE. All Sales Order Credit Notes automatically go to the nominated approver within the Finance Office. Upon receipt of your electronic Sales Order Credit Note request, the nominated approver will either approve the credit note or reject it. Where the credit note request is approved then the credit note will be sent to the e-mail address held within the Customer master file or, where this does not exist, the responsible staff member who has requested the Sales Order Credit Note. Where the Credit Note is rejected, on the basis that it may be for an incorrect value or the wrong V.A.T rate has been applied, then the approver will send you notification of the rejection and the reason why it has been rejected. At that point you need to raise the credit note request again in accordance with the instruction given and then re-submit for approval.
N.B. The posting of the Sales Order Credit note is dependant on the approval and the posting routine which is run at approximately 33 minutes past each hour.
Whilst you can make requests to part cancel an invoice, you cannot request to only cancel the V.A.T. element of an invoice and in this case you must request to only cancel the full amount of the invoice.