We created a new batch for invoicing. We selected CREDIT NOTE as the batch type. We added a cutomer and confirmed that athe batch type read CN for Credit Note. The steps that we processed are as follows: Highlighted the customer, clicked edit, clicked new, selected an item code. We then edit the line item by placing a positive value in the extended price field. We then Printed the credit note using the same specification that we have created for invoicing. Do we need to create a different specification for credit notes only?? Here is what is happening right now. The credit note prints out as an invoice (with positive values in the amount). We have been entering the credit notes as a negative in order for the credit note to appear as a credit note. However, when this was posted to the customer's account and the general ledger, the credits were inverted so that the credit note went in as a debit to the receivables and as a sale instead of a decrease to the sale. Another problem that we are having is that the the credit notes started as Credit Note number 1. The invoices had also started at invoice number 1. It seems that when we have a matching credit note and invoice number that the history report in Adagio combines the two item values but keeps only the first customer's addressing information. It does however, post correctly to the General Leger and Accounts Receivable ledger. What a mess!!!
Is there any way that we can change the invoice and credit note numbers from the ones that are assigned?? We would like to keep the credit and invoice numbers separated to prevent these problems in reporting. HELP!!

Hi Susanne,

When a document type is a Credit Note, that already takes into account the reverse debiting and crediting as does for invoices. If you enter a negative amount into the details, that acts like a 'double-negative', so that the net posting will act like an invoice. That would definitely explain why the debits and credits are not working as you expected.

Therefore, you will have to change the way you do your document processing. As you mentioned, the easiest thing might be to create a different spec for printing credit notes than you do for invoices. If you decide to go this route, you need to make sure that all amounts are entered as positive. Adagio Invoices knows how to apply the debits and credit correctly, depending on the document type.

If it is really important to see a negative sign on your printed documents, you can enter a negative Invoice (not a credit note at all). This will print the amounts as negative and perform the proper debits and credits. Note that doing this will not allow you to 'apply' this to an existing invoice.

In the Company Profile is the settings for document numbers and more specifically the 'Next' Invoice and Credit Note number. You can modify this is you wish, and also add document 'prefixes' to more easily differentiate invoices and credit notes. As long as you are running an updated version, you will be prevented from posting a duplicate number for the same customer. For those invoices and credit notes that already have been posted, these cannot be altered at all.

Regards,
Softrak Support