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Adjustment form

Use an adjustment form when you need to correct an order. Imagine, for example, a customer ordered three items but you can only send him two of those items. You tell the customer and since he already paid for the three items, he wants a refund. What do you do? You create an order of the type credit note order. Only after doing this you can create an adjustment form in this credit note order. You can either create a single adjustment form or generate multiple ones. Generate PDF files to print them or to send them to your customers as an email attachment.

1. Setting up a document template for adjustment forms

Before generating adjustment forms, you have to set up a document template. Go to Setup » Client » [Select client] » Locations » [Select location] » Documents » Adjustment form to set up the template.
Further information and instructions on setting up the document template are available on the Order documents page of the manual.

2. Generating a single adjustment form

Adjustment forms can only be generated in the order type Credit note order. To generate a single adjustment form for a specific credit note order, proceed as follows.

Generating a single adjustment form:

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

  2. Use the filters to search () for the credit note order for which you want to generate an adjustment form.

  3. Open the required order.

  4. Go to the Receipts tab.

  5. Select the document Adjustment form from the Create receipt drop-down list.

  6. Carry out the settings according to Table 1.

  7. Save () the settings to generate the adjustment form.
    → A PDF file of the just generate adjustment form opens.

Table 1. Settings for adjustment forms in Create receipt menu
Setting Explanation

Date

Enter a date to be displayed on the adjustment form. 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

Choose an order status to which the credit note order is to be changed after the adjustment form is generated. If you don’t want the order status to change, select No change .

Comment

The text entered here is displayed below the order items. The entry of a text is optional.

3. Generating multiple adjustment forms

If you want to generate several adjustment forms at once, use the search filters in the Orders » Fulfilment menu to determine the orders for which adjustment forms are to be generated. In addition, you can determine whether a status change should take place after the adjustment forms have been generated.

Generating multiple adjustment forms:

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

  2. Carry out the settings according to Table 2.
    Note that the settings comprise Search filters as well as Procedures.

  3. Click on the gear-wheel () to generate the adjustment forms.
    → A PDF file containing the adjustment forms for the previously selected orders opens.

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

*Document type

Select Adjustment forms from the drop-down list.

Order status

Select the status of the credit note orders from the dropdown-list for which the adjustment forms are to be generated.

Owner

Select the owner of the orders from the drop-down list for which the adjustment forms are to be be generated. Select ALL if adjustment forms should be generated for all owners.

Location

Select a location from the drop down list for which the adjustment forms are to be generated.

Warehouse

From the drop-down list, select one of the warehouses or select the option ALL.

Payment method

From the drop down list, select a payment method or select the option ALL.

Sorting

Determine how the generated adjustment forms are sorted. The options Order ID, Customer ID and Item ID are available for different sorting methods.

Limit

Determine the maximum number of adjustment forms generated at once. The maximum is 200.

Change order status (Procedure)

Choose an order status to which the credit note orders are to be changed after the adjustment forms are generated.
The status change is an important tool to make sure that the process is not carried out twice for orders that have already been processed.

Comment

The text entered here is displayed below the order items. The entry of a text is optional.
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