Issuing Credit Without a Customer Return

How to: Issue credit to a customer due to an overcharge or any other arrangement requiring customer credit without a customer return.

Environment: Comsense Enterprise

In this article:

Using Sales Orders to Issue Credit

Only use this method of issuing credit if you are not doing a customer return. This procedure is for issuing credit due to overcharges or any other arrangement where the customer requires credit but there is no customer return. 

Setting Up for a Credit Sales Order

*Note: If you already have a Miscellaneous Expense project section and product cost group, do not set up new ones. Proceed with Creating a Credit Sales Order.

It is easiest to credit a Miscellaneous Expense project section and cost group rather than creating a new project section and cost group specific to each situation. If you do not have the Miscellaneous Expense project section and cost group, an administrator must:

  1. Create a New Project Section called Misc. Expense
  2. Create a New Product Cost Group called Misc. Expense

Creating a Credit Sales Order

Accessing Sales Order

Enterprise > Order Entry > Sales Order

Click image to enlarge
Enterprise Navigation menu; shows the location of Order Entry and Sales Order.
Image 1: Enterprise Left-Hand Navigation Menu

Creating a Sales Order

*Note: If you are issuing credit from a cash sale at the counter, select Cash as the customer account.

In the Sales Order window:

  1. Click New

In the Customer field:

  1. Click the Magnifying Glass
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Sales Order window; shows the location of the magnifying glass icon.
Image 2: Magnifying Glass Icon
  1. Filter & Select the customer
  2. Click Open
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Open Customer window; shows the selected customer and the location of the Open button.
Image 3: Open Customer Window

In the Sales Order window:

  1. Select the territory
  2. Enter a note detailing the credit transaction and reason
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Sales Order window; shows the location of Note field and an example note.
Image 4: Credit Sales Order Note
  1. Enter a Customer Job # and Purchase Order #
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Sales Order window; shows the location of the Customer Job # field and the Purchase Order # field.
Image 5: Customer Job # & Purchase Order #

The customer information is now complete.

Adding a Miscellaneous Expense

In the Sales Order window:

  1. Click the Miscellaneous tab

In the Section & Cost Group field:

  1. Select Misc. Expense
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Sales Order window; shows Misc. Expense in the Section and Cost Group fields.
Image 6: Section & Cost Group

In the Sell Price field:

  1. Enter the credit amount as a negative value
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Sales Order window; shows the Sell Price field with a negative value.
Image 7: Sell Price
  1. Enter a note detailing the credit transaction and reason
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Sales Order window; shows the location of the note field on the Miscellanous Line Item and an example note.
Image 8: Miscellaneous Line Item Note
  1. Update the Status field to Released
  2. Click Save

The credit sales order is now released.

Invoicing the Credit Sales Order 

Accessing Invoicing

Enterprise > Receivables/Invoicing > Invoicing

Click image to enlarge
Enterprise Navigation menu; shows the location of Receivables/Invoicing and Invoicing.
Image 9: Enterprise Left-Hand Navigation Menu

Creating an Invoice

In the Invoicing window:

  1. Click New
  2. Open the Sales Order
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Invoicing Wizard; shows the location of the Magnifying Glass icon.
Image 10: Invoicing Wizard Open Sales Order
  1. Click Finish
  2. Click Save & Close
Click image to enlarge
Credit Invoice Example.
Image 11: Example Credit Invoice

The customer now has credit to apply to future purchases, Check Refund, or Credit Card Refund.

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