Overview
This document describes how to credit purchased/received items from a supplier in OPTO and process the credit for transfer to your accounting system. Please Note; There MUST be a delivered/received quantity for an item/s before you can create a credit
Employee Security Setting
An employee must have permission to credit orders and purchases. The setting for this is located in the RESOURCES tab, then click on the ‘New/Edit Employee’ icon to open the window. Enter the employee code or click on the arrow for the drop-down and select the employee from the list. Click on the “Security” tab and click the “(3) Credit Orders” box once to tick to enable the employee to credit both Sale/Factory and Purchase Orders. Ensure the box displays a tick and not a solid green box. Press <F9> to save.
Credit Purchase Order Options
Option 1 – Quantity Credit
Open the PURCHASING tab – Click on the ‘Edit Purchase’ icon and enter the number for the purchase order or click on the arrow to display the drop-down list and select from the list then click OK. Enter a new line on Edit Purchase order – select the last line item and press the down arrow on the keyboard. Enter the same material code (to be credited) and use a negative quantity, enter the unit price the same as per the original purchase.
Click on the ‘Purchase Delivery’ icon and enter the purchase order number, press <TAB> and enter the delivery docket number or return authority etc, and then press <TAB> again. Click on the ‘CREDIT’ tick box and then click on the Select ICON. Click on the material to credit from the pop-up list and click on OK and then click on the Save icon.
Complete the Purchase invoice as normal but it will have a negative amount to export to create the credit in your accounting system.
Option 2 – Credit Value Amount
Purchase Order has previously been received into stock, but the supplier charged full price and not the quoted price.
The correct quantity of material has been received but the delivered/invoice value amount is incorrect. In this instance use a miscellaneous material to adjust the value of the Purchase Order, the delivery and the purchase invoice. The supplier has provided a credit for the difference in value. To enter a value credit on the purchase order, open the original purchase and enter a new line – select the last line item and press the down arrow on the keyboard. Enter the Miscellaneous material code and use a negative quantity of -1, and enter the value amount for the discount excluding GST in the unit price as a positive. For this example, the supplier over charged $25.00 from the quoted price.
Process the Purchase Delivery and enter the Purchase invoice detail the same as Option 1 for exporting to your accounting system for the credit.
Opto Software Pty Ltd Revised: 28/11/24
