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Creating and processing sales credit notes

Learn how to create and process sales credit notes in Paragon, link them to invoices or RMAs, and sync with Minox Online.

Table of contents

A credit note is used to correct an existing invoice or to refund a customer. In ParagonERP, you can create these based on previous transactions or enter them manually.

Tip: If your customer is physically returning goods, use the return slip (Retourbon) module instead to ensure your inventory levels are updated correctly.

Creating a credit note

  1. Navigate to the credit note module in the right-hand menu.

  2. Click the add button (+) to start a new record.

Selecting an invoice or manual entry

You have several options for generating the credit lines:

  • Invoices: Select an existing invoice to credit it fully or partially. Use the search bar to find specific invoice numbers or customer names.

    • Show completed invoices: Check this to see invoices that have already been fully processed or paid.

    • Transfer quantities: Check this to copy all lines from the original invoice automatically.

  • RMA: Select a return that was previously processed in the return slip module.

  • Receipt: Create a credit note based on a specific receipt.

  • Manual: Use the handmatig tab to build a credit note from scratch without linking it to a previous document.

Reviewing and processing

  1. Verify the line items, quantities, and total amounts.

  2. Click edit (Wijzigen) to make adjustments.

  3. Quantities: Never enter negative numbers in ParagonERP. The system knows it is a credit note and will handle the calculation. You can configure your settings to print a minus sign on the document if preferred.

  4. Remove lines: Right-click a line and select remove line to delete items that do not need to be credited.

  5. Click save (floppy disk icon).

  6. Click post (Boeken) to send the transaction to Minox Online. This immediately changes the status to ISSUED.

Printing and emailing

  • Print: Click the print button to generate a PDF for your records or to print a physical copy.

  • Email: Select the email action to send the credit note directly to your customer.

  • Verification: You can check the journal entry module to confirm the posting was successful.

Financial and inventory impact

  • Stocked Returns: If you are crediting goods that the customer is physically returning, you must process an RMA or Receipt first to put the items back into inventory.

  • Financial Corrections: If you are crediting a billing error (where goods were never shipped but were invoiced), a manual credit note is sufficient.

  • Journal Entry: A standard credit note will debit your Revenue (Omzet) account and credit your Accounts Receivable (Debiteuren) account, reducing the customer's outstanding balance.