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Credit notes

In plentymarkets, you can generate credit notes as PDF files, for example if you want to print them or send them to your customers as an email attachment.
Use credit notes to grant customers additional discounts for orders that have already been paid or if refunds have to be arranged due to returned items.

Default settings for credit notes

Carry out the desired default settings once in the menu System » Aufträge » Einstellungen and save them before generating credit notes. This is required for the correct application of your desired default settings for the Standard status for credit notes and the inclusion of shipping costs in credit notes. For more information on carrying out standard settings for orders, refer to the Basic settings page of the manual.

1. Setting up a document template for credit notes

Before generating credit notes, you have to set up a document template. This is done in the menu System » Client » Select client » Locations » Select location » Documents.
For further information and instructions on setting up the document template, refer to the Order documents page of the manual.

2. Generating a single credit note

You can manually generate a single credit note in the corresponding credit note order, if necessary. For further information and instructions on generating credit note orders, refer to the Generating a credit note chapter of the manual.

Generating a single credit note:

  1. Go to Orders » Edit orders.
    → The order overview opens.

  2. Select the credit note order for which a credit note should be created by clicking on the Order ID.

  3. Open the Receipts tab.

  4. In the Create receipt drop-down menu, select the document Credit note.

  5. Carry out the settings according to Table 1.

  6. Save the settings to generate the credit note.
    → A PDF file containing the generated credit note opens.

Table 1. Options in the Create receipt menu
Setting Explanation

Date

Select the date that is displayed on the credit note. The present date is set by default.

Number

The document number is assigned automatically. No entry is required in this field.

Change order status to status

Select a status that should be applied to the order after generating the credit note. Choose the option No change if a status change is not desired.

Comment

Enter a text that is displayed below the item list on the credit note. This step is optional.

3. Generating multiple credit notes

If you wish to generate multiple credit notes at a time, use the search filter in the Orders » Fulfilment menu to determine the orders for which credit notes should be generated. In addition, a status change can take place after the credit notes have been generated.

Generating multiple credit notes:

  1. Go to Orders » Fulfilment » Create credit notes / adjustment forms.

  2. Carry out the settings according to Table 2.

  3. Click on the gear-wheel icon to generate the credit notes.
    → A PDF file containing the credit notes for the previously selected orders opens.

Table 2. Options in the Create credit notes / adjustment forms menu
Setting Explanation

Document type

Select whether the document type Credit note or Adjustment form should be generated.

Order status

From the list, select the status of the orders for which credit notes should be generated.

Owner

Select the owner responsible for the orders for which the credit notes should be generated. Select ALL if credit notes should be generated for all owners.

Location

Select a location for which the dunning letters should be generated.

Warehouse

Select one of the warehouses or ALL.

Payment method

Select a payment method or ALL.

Sorting

Determine how the generated credit notes should be sorted. The options Credit note number, Order ID, Customer ID and Item ID are available for different sorting methods.

Limit

Determine the maximum number of credit notes generated at a time. There is a maximum of 200 credit notes.

Change order status

Select a status that should be applied to the orders after generating the credit notes.
The status change is an important tool to make sure that the process is not carried out twice for orders that have already been handled.

Comment

Enter a text that is later displayed below the item list on all credit notes. This step is optional.

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