Issuing a Credit Note
Getting Started
If an invoice has already been paid but requires modification, the vendor must first issue a credit note. Following this, a corrected invoice can be submitted for processing.
To create a credit note, you must have a Coupa Supplier Portal (CSP) account that is connected with Blackline.
Locate the Purchase Order
1. Click Orders.
2. Ensure Orders is selected from sub navigation menu.
3. Click Select Customer and choose BlackLine Systems Inc. from the drop down.
4. You should now see your BlackLine POs in the Purchase Orders Table.
5. Click the PO Number to view the PO.
6. Click the Red Coins Icon to create a Credit Note.
Issuing a Credit Note
Starting at the header:
7. Enter a Credit Note Number. This must be unique.
8. Enter or confirm the Credit Note Date.
9. Enter or confirm the Currency.
10. Enter the Original Invoice Number.
11. Enter the Original Invoice Date.
12. Optionally, enter a note if you would like it to be visible to BlackLine.
13. Add a PDF version of the credit note along with any other Attachments. Please do not use the URL or Text options.
Next, make any required adjustments to the Line Items (14) based on the feedback from BlackLine. This can include any number of adjustments such as the Description (15), the QTY (16), or even clicking the Red X Icon (17) to remove the line item entirely. Note that to continue, you will have to enter a Supplier Start Date (18). For Service based line items, this date represents the date the service starts. For physical goods, this is the date the line item was received.
Finally, make any necessary adjustments to the Totals & Taxes (19). This can include changes to the Shipping (20), Handling (21), Misc (22) charges, or Tax (23).
When all changes for sections have been made, click the Calculate (24) button and verify the Totals (25). When everything looks correct, click the Submit (26) button.
Alternatively, if you are not ready to submit the credit note, but you do want to keep it, you can click Save as Draft (27). To discard changes but keep a draft of the credit note, click Cancel (28). Finally, if you do not wish to keep the draft, you can click Delete (29).
You will see a confirmation dialog appear. If you need to make more changes before submitting, click the Continue Editing (30) button. Otherwise, click Send Credit Note (31) to issue the credit note to BlackLine.
You should now see the Credit Note (32) appearing as an invoice with a red, negative number.
