The Invoices menu in the Portal contains all of the functions surrounding invoicing a Work Order. To submit an Credit Note, navigate to Main Menu > Invoices > New > Credit Note. This will display the “Submit Credit Note” page. This can also be accessed by clicking “Credit Note” on the “Quick Access - Invoices” tile on the Dashboard

Once on the “Submit Credit Note” screen, you will be required to enter a Work Order number and then click <Check WO Details> to check that it’s possible to add an invoice to it. 

If it is not possible to add a credit note to that Work Order, for example, the Work Order is incorrect, you will receive a message that says, ‘A job with this number does not exist in the system’. This will make sure that the Work Order entered matches your Contractor. If you don't have a Contractor associated to your User, this will not allow you to progress.
 

Submitting a Credit Note

Once the Work Order has been entered and accepted, you will then be shown the Building Name and the Job Task the Work Order is displayed. The system then requires documentation to proceed. By clicking “Upload Credit Note…”, you can add in a Credit Note file. To progress, a Name and a Credit Note. Choose the required files using the “Choose File” action and, once done, click “Upload” to attach the file.

After uploading the file(s), the details of the Credit Note need to be entered. The Credit Note Number and Tax Point are required and the fields underneath need to be filled in depending on the costs of the Invoice the Credit Note is for. These fields are:

• Call Out Fee
• Time On Site Cost
• Labour Cost
• Parts Cost
• Plant/Equip/Misc Cost

Once the costs have been entered in the relevant boxes, and the Credit Note submitted, the system will run a check on the details provided. If everything matches with the system, the Credit Note will be passed through, awaiting to be submitted for payment.

Permissions: Can Create Credit Notes