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Creating and processing purchase credit notes

Learn how to create purchase credit notes in Paragon, link them to invoices, and manage the financial sync with Minox.

A purchase credit note is used when you receive a refund from a supplier, for instance, as a correction to an existing invoice or when returning goods. In ParagonERP, credit notes are handled financially and, if necessary, manually linked to inventory adjustments.

Creating a purchase credit note

To start a new credit note:

  1. Click << more in the right-hand menu.

  2. Open the purchase credit note module and click the add button (+).

  3. Select the purchase credit note option.

Selecting an invoice or manual entry

You can create a credit note in three ways using the tabs at the top of the selection screen:

  • Vendor Invoice: Select an existing purchase invoice to credit it fully or partially.

    • Tip: Check show completed purchase invoices to see already paid invoices.

    • Tip: Use transfer quantities to copy invoice lines directly to your credit note.

  • Manual: Use this tab if the credit note does not need to be directly linked to a system invoice.

  • Ship: This option is intended for debtors and is not used for purchasing.

Reviewing and posting

After the lines are created, you must verify the content:

  1. Click edit to adjust amounts or quantities.

  2. Quantities: Do not enter negative quantities in ParagonERP. The system recognizes it is a credit note. If desired, you can configure the settings to print a minus sign on the document.

  3. Click save (floppy disk) when the lines are correct.

  4. Click the post (Boeken) action button to finalize the credit note and send it to Minox Online. The status changes immediately to ISSUED.

Inventory and financial settlement

It is important to know that a purchase credit note only affects the financial side.

  • Inventory Adjustment: Unlike sales returns, inventory is not automatically updated for purchases. If goods are physically returned, you must manually decrease the stock in the inventory module.

  • Journal Entry: You can find the journal entry number in the more tab of the credit note. The Minox Transmission Status shows if the posting was successfully processed.

  • Suspense Account: The credit note typically posts against the "Accrued Purchases" (Nog te ontvangen facturen) account. This clears the suspense account if an invoice was previously higher than the actual goods receipt.