Processing a supplier credit note

We know that handling supplier credits accurately is important for maintaining correct financial records. This guide explains how to process credit notes in Zudello.

Best practices

To ensure smooth credit processing:

• Review the original credit note carefully before processing.
• Check key extracted information against the original document.
• Ensure all required fields and coding are completed.
• Relate credits to the original invoice or purchase order using the related documents feature if necessary.

Understanding credits in Zudello

Credits (also known as credit notes, credit memos, refunds, or adjustments) are documents from suppliers that reduce the amount you owe them. In Zudello:

• Credits are typically standalone documents.
• They cannot be directly allocated (matched) to invoices or purchase orders in the same way invoices are matched to POs.
• In the standard flow, credits usually do not require approval, regardless of the total amount. However, your organisation might have custom workflows.

Processing a credit

Processing a credit begins with uploading the document to Zudello. For help with uploading, see Uploading purchasing documents.

Once a credit note has been uploaded and extracted:

1. Open the credit note (usually in Ready or User Review status).
2. Review the extracted information against the original document.
3. Ensure the correct document type (Credit) is selected from the Type drop-down menu.
4. Check header level information, including:
   • Document number
   • Date issued
   • Currency
5. Verify the correct supplier is matched under the Company section.
   • If no supplier is matched, click Match with this supplier and select the correct one.
6. Complete any required line level coding:
   • Select stock codes or dimensions from drop-down menus.
   • Enter descriptions, quantities, or prices if needed.
   • Ensure credit amounts are entered correctly (usually as positive numbers, representing a reduction in what you owe).
7. Review the overall document totals.
   • Check that the document total matches the original credit note.
   • If line prices include tax, turn on the Are the line totals inclusive of tax? toggle.
8. Click Save and Submit to submit the credit for processing.

Next steps

In the standard flow:

1. Zudello creates the credit in your ERP system.
2. The credit moves to Completed status in Zudello.

If needed, you can link the credit to the original invoice or purchase order using the related documents feature. See Related Documents and Attachments for more information.

Need help?

Contact your organisation administrator or Zudello support for assistance with processing credits.