Shop : Credit Note

Shop Credit Note Guidelines

Overview

A Credit Note is issued to reverse or adjust a previous sale that has already been invoiced. It helps ensure accurate financial records, proper stock adjustments, and transparent reporting within the system.

Common Reasons for Issuing Credit Notes

1. Returned Items – When a parent or student returns purchased goods (e.g., uniforms, books, or stationery).

2. Exchange or Replacement – When an item is defective or incorrect, and the school issues a credit for the replacement.

3. Order Cancellation – When a confirmed order is canceled before it is fulfilled (e.g., canceled merchandise or book order).

4. Price Adjustment – When an invoiced item was charged incorrectly and needs correction.

5. Inventory or System Correction – When stock quantity or transaction errors are discovered and must be rectified without deleting the original invoice.

Pre-requisites Before Issuing a Credit Note

Before a Credit Note can be created, ensure the following are in place:

• Credit Note Configuration is completed in the Shop Config section.

• The Student Billing Profile is complete and up to date.

• The assigned Person-in-Charge (PIC) has the necessary permissions to create, verify, and approve Credit Notes.

Steps to Issue a Credit Note

1. Search for the Student’s Name – Locate the student for whom the credit note is to be issued.

2. Click Add Credit Note.

3. From the Invoice Drop-Down Menu, select the specific invoice to be adjusted.

4. Choose the Item(s) – Select the item(s) to be credited.

   • You may adjust the amount if necessary.

   • By default, the system uses the original item price.

5. If the invoice contains multiple items and only certain items require a credit note, delete the unrelated items from the list.

6. The PIC must then verify and approve the Credit Note to complete the process.

7. Once created, the Shop Report will automatically update the transaction status:

   • Items credited will display the status “Cancelled”.

8. Under the Approved Credit Note tab, all approved notes will be listed, showing their utilization status (whether used or not).

9. The system will automatically apply the credited amount during the parent’s next purchase in the Shop.