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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 you want to refund customers for returned items.

Default settings for credit notes

Carry out the desired default settings once in the menu Setup » Orders »Settings 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 further 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 Setup » Client » Select client » Locations » Select location » Documents » Credit note.
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. Use the filters to search () for the credit note order for which you want to generate a credit note.

  3. Open the required order.

  4. Go to the Receipts tab.

  5. Select the document Credit note from the Create receipt drop-down list.

  6. Carry out the settings according to Table 1.

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

Table 1. Settings for credit notes in Create receipt menu
Setting Explanation

Date

Enter a date to be 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

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

Comment

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

3. Generating multiple credit notes

If you want 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, you can determine whether a status change should 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.
    Note that the settings comprise Search filters as well as Procedures.

  3. Click on the gear-wheel () 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 the document type Credit note from the dropdown-list.

Order status

Select the status of the orders for which credit notes are to be generated from the drop-down list.

Owner

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

Location

Select a location from the drop-down list for which the credit notes should 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 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. The maximum is 200.

Change order status (Procedure)

hoose an order status to which the orders are to be changed after the credit notes 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

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

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