How To Configure Credit Notes

Introduction

Credit Notes are a form of Refund Tender that may be configured in a wide range of Credit Note Types according to the requirements of the retailer and used for several purposes. They operate similarly to tracked vouchers in that their issuance and redemption may be traced by serial number.

The POS is often the location where credit notes are issued and where serial numbers are produced. It is possible that a retailer will not require a customer's name and address, but if they do, such information can be gathered at the point of sale and saved in the credit note.

There is a related Tender definition of type Credit Note that relates to the Credit Note Type. This definition is intended to provide provisions for the issue (as a tender) and redemption of the credit notes.

The purpose of this guide is to demonstrate the steps required to configure credit notes in Enactor, including tender setup, credit note types, menu configuration for issuance and redemption, and credit note reporting.

Overview

This guide covers the following configuration areas:

Role Configuration - Enabling privileges to run Credit Note functions.
Tender - Configuring Credit Note as a form of Tender.
Credit Note Type - Configuring various types of Credit Notes.
Menu Configuration - Configuring the Tender menu to enable access to Credit Notes.
Credit Notes - Viewing and editing existing Credit Notes on the Estate Manager.

Prior Training / Experience

Successful completion of the "Introduction to Enactor" course, which covers all the basics required for this document.

Configuration Steps

Role Configuration

For the user of Credit Notes, specific privileges and menu configurations must be configured to access the configured Credit Notes in the POS. This section lists the privileges and menu functions that are specific to Credit Note functionality.

Privileges Configuration

The User Role Maintenance application can be accessed as follows.

Navigate to User Role Maintenance using the path: Configuration > HR > User Roles

Estate Manager navigation path: Configuration > HR > User Roles

In the User Role Maintenance, select the Edit icon of the desired User Role to enable the privilege for.

Navigate to the Authorised Functions tab of that selected User Role and apply the following filters:

Application Package > Enactor POS
Function ID > Contains: CreditNote

Package	Process	Function ID	Function Name
Enactor POS	Credit Note Refund	`enactor.pos.AuthorisesCreditNoteRefund`	Authorises Credit Note Refund
Enactor POS	Credit Note Refund	`enactor.pos.CreditNoteRefundAllowed`	Credit Note Refund Allowed
Enactor POS	Credit Note Tender	`enactor.pos.AuthorisesCreditNoteTender`	Authorises Credit Note Tender
Enactor POS	Credit Note Tender	`enactor.pos.CreditNoteTenderAllowed`	Credit Note Tender Allowed
Enactor POS	Credit Note Tender Item Void	`enactor.pos.AuthorisesVoidCreditNoteTenderItem`	Authorises Credit Note Tender Voids
Enactor POS	Credit Note Tender Item Void	`enactor.pos.VoidCreditNoteTenderItemAllowed`	Void Credit Note Tenders Allowed
Enactor POS	Get Tender From Serial Number	`enactor.pos.AuthorisesCreditNoteRedeemOffline`	Authorises Credit Note Redeem Offline
Enactor POS	Handle Web Report Functions	`enactor.webReports.CreditNoteOutstandingBalance`	Credit Note Outstanding Balance
Enactor POS	Issue Credit Note Change	`enactor.pos.AuthorisesCreditNoteChange`	Authorises Credit Note Change
Enactor POS	Issue Credit Note Change	`enactor.pos.CreditNoteChangeAllowed`	Credit Note Change Allowed

Apply the following filters for Web Maintenance privileges:

Application Package > Enactor Web Maintenance
Function ID > Contains: CreditNote

Package	Process	Function ID	Function Name
Enactor Web Maintenance	Credit Note Maintenance	`enactor.creditNoteMaintenance.Edit`	Edit Entries
Enactor Web Maintenance	Credit Note Maintenance	`enactor.creditNoteMaintenance.EditAccountBalance`	Edit Account Balance
Enactor Web Maintenance	Credit Note Maintenance	`enactor.creditNoteMaintenance.List`	List All Entries
Enactor Web Maintenance	Credit Note Maintenance	`enactor.creditNoteMaintenance.New`	Add a New Entry
Enactor Web Maintenance	Credit Note Maintenance	`enactor.creditNoteMaintenance.Remove`	Remove an Entry
Enactor Web Maintenance	Credit Note Maintenance	`enactor.creditNoteMaintenance.Run`	Run Application
Enactor Web Maintenance	Credit Note Maintenance	`enactor.creditNoteMaintenance.View`	View Entries in Maintenance
Enactor Web Maintenance	Credit Note Type Maintenance	`enactor.creditNoteTypeMaintenance.Edit`	Edit Entries
Enactor Web Maintenance	Credit Note Type Maintenance	`enactor.creditNoteTypeMaintenance.List`	List All Entries
Enactor Web Maintenance	Credit Note Type Maintenance	`enactor.creditNoteTypeMaintenance.New`	Add a New Entry
Enactor Web Maintenance	Credit Note Type Maintenance	`enactor.creditNoteTypeMaintenance.Remove`	Remove an Entry
Enactor Web Maintenance	Credit Note Type Maintenance	`enactor.creditNoteTypeMaintenance.Run`	Run Application
Enactor Web Maintenance	Credit Note Type Maintenance	`enactor.creditNoteTypeMaintenance.View`	View Entries in Maintenance

Ensure that the selected User has the required privileges enabled by ticking the necessary functions listed above.

Select Save.

Configuring Credit Notes

Credit Notes are typically managed by the process of issuance and redemption based on Credit Note Type and associated Credit Note Type Tender.

As Credit Notes are issued through the POS at the point of return, these notes carry a value equivalent to the item(s) being returned. Therefore, Credit Notes must be able to be redeemed at the POS like any other type of Tender within the Enactor system.

The first step in configuring a Credit Note is to define the Credit Note as a type of Tender in the Tender Maintenance application.

info

In this example, a Credit Note will be configured for the United Kingdom Region.

Tender Maintenance

To access the Tender Maintenance application, follow the navigational path below.

Navigate to Tender Maintenance using the path: Configuration > Financial > Tenders

Estate Manager navigation path: Configuration > Financial > Tenders

Select the Create a New Tender option in the bottom left corner of the Tender Maintenance application.

Tender Maintenance list showing configured tenders with the Create a New Tender button in the bottom left corner — The Tender Maintenance list shows all configured tenders. Select **Create a New Tender** in the bottom left corner to begin creating a new Credit Note tender.

Select the Region as United Kingdom, Tender Type as Credit Note from the dropdown list of Tender Types, and enter an appropriate Tender ID. Following a standard naming convention is recommended.

Create New Tender dialog with Region set to United Kingdom and Tender Type set to Credit Note — Select **Region** as *United Kingdom*, set **Tender Type** to *Credit Note*, and enter a unique **Tender ID** following a standard naming convention.

In the General tab, enter an appropriate description and select the Currency to which the Tender will be associated.

Tender Maintenance General tab for a new Credit Note tender showing Description and Currency fields — On the **General** tab, enter a descriptive name in the **Description** field and select the appropriate **Currency** for this tender.

In the Restrictions 1 tab, set the following flags to true:

Debits allowed - Enables Credit Notes to be redeemed as a Tender option.
Credits allowed - Enables Credit Notes to be issued as a Tender option.

tip

For more information on Tender flags and their meanings, refer to the How-to Guide on Tender Configurations.

Tender Maintenance Restrictions 1 tab with Debits allowed and Credits allowed both checked — On the **Restrictions 1** tab, tick **Debits allowed** to enable redemption and **Credits allowed** to enable issuance of Credit Notes.

Select the Save button to save the Tender.

This completes the Tender Maintenance configuration.

Credit Note Type Maintenance

The Credit Note Type establishes the parameters for the issuance of credit notes and their affiliation with a certain kind of tender that is designated as being for a credit note. This facility is maintained using the Credit Note Type Maintenance application.

Navigate to Credit Note Type Maintenance using the path: Configuration > Financial > Credit Note Types

Estate Manager navigation path: Configuration > Financial > Credit Note Types

To create a new Credit Note Type, select the Create a new Credit Note Type button in the bottom left corner of the window.

Credit Note Type Maintenance list showing configured credit note types with the Create a new Credit Note Type button — The Credit Note Type Maintenance list shows all configured types. Select **Create a new Credit Note Type** to begin creating a new type.

Enter a unique Credit Note Type ID for the new Credit Note Type. The ID can be alphanumeric and contain a maximum of 20 characters. It will be used to uniquely identify this new Credit Note Type.

Create New Credit Note Type dialog prompting for a unique Credit Note Type ID — Enter a unique alphanumeric **Credit Note Type ID** (maximum 20 characters) to identify the new Credit Note Type.

Credit Note Type Maintenance screen showing the Description, Region, Tender Key, and Issue Document fields — Configure the Credit Note Type by entering a **Description**, selecting the **Region**, **Tender Key**, and **Issue Document**.

The configuration options are described below:

No	Configuration	Description
1	Description	Alphanumeric; maximum 30 characters. Provides a user-friendly identifier for the Credit Note Type by which it may be recognised and selected in other maintenance. The locale is selected in the second field from a dropdown list of locales configured.
2	Region	Select the Region as required.
3	Tender Key	Selected from a dropdown list of all configured Tenders of type Credit Note.
4	Issue Document	Select the appropriate Credit Note Template, according to the POS printer being used.

Enter a Description and select the same Region that was used when creating the Credit Note Tender. Select the newly created Tender from the Tender Key dropdown, and from the Issue Document dropdown, select the appropriate Credit Note print template for the printer being used.

Select the Save button to save the Credit Note Type.

This completes the Credit Note Type Maintenance configuration.

Credit Note Maintenance

The Credit Note Maintenance application is the point at which the user can view the Credit Notes based on the Tender and Credit Note Type created.

Navigate to Credit Note Maintenance using the path: Configuration > Financial > Credit Notes

Estate Manager navigation path: Configuration > Financial > Credit Notes

To view a Credit Note, click on the View icon in front of any Credit Note available.

Credit Note Maintenance list showing existing credit notes with View icons — The Credit Note Maintenance list displays all existing credit notes. Click the **View** icon next to any entry to see its details.

The following information is available in each tab when the Credit Notes are accessed:

Credit Notes - General Tab

The General tab of Credit Notes Maintenance stores general Credit Note information. Credit Notes are typically issued with a value defined by a transaction and based on a Credit Note Type, which associates them with a particular Credit Note-type Tender.

Credit Note Maintenance General tab showing Status, Credit Note Type, Balance, Date Created, Date Closed, and Expiry Date fields — The **General** tab displays the credit note status, type, balance, and key dates. The **Balance** shows the redeemable value of the credit note.

No	Configuration	Description
1	Status	The status of the Credit Note is displayed in this field.
2	Credit Note Type	The preconfigured Credit Note Type to which the viewed Credit Note belongs is displayed in this field.
3	Balance	Numeric value. The redeemable value of the Credit Note (typically transaction-defined when issued at the POS).
4	Date Created	Date on which the Credit Note was created.
5	Date Closed	Date on which the Credit Note was closed.
6	Expiry Date	Date on which the Credit Note expired.

Credit Notes - Name Tab

The Name tab of Credit Notes Maintenance displays identity information of the customer to whom the Credit Note was issued, if the Credit Note Type is configured to capture customer details on issuance.

Credit Note Maintenance Name tab showing customer identity fields including Title, Surname, Forename, Initials, Sex, and Date Of Birth — The **Name** tab captures customer identity information associated with the credit note, including name, initials, and date of birth.

Credit Note Maintenance Name tab continued, showing additional customer identity fields — Additional customer identity fields on the **Name** tab.

No	Configuration	Description
1	Title	Alphanumeric; maximum 10 characters.
2	Surname	Alphanumeric; maximum 100 characters.
3	Forename	Alphanumeric; maximum 100 characters.
4	Initials	Alphanumeric; maximum 5 characters.
5	Sex	Dropdown list selection of fixed options: Male or Female.
6	Date Of Birth	The user can select the date required either by entering the date manually or using the button to the right of the field which will bring up a calendar to select the required date.

Credit Notes - Address Tab

The Address tab displays customer address information (normally captured at the POS, as per the Name tab).

Credit Note Maintenance Address tab showing customer address fields including Organization, Street, Town, County, Postcode, Country, Phone Number, Mobile Phone Number, and Email Address — The **Address** tab captures the customer's postal address, phone numbers, and email address associated with the credit note.

No	Configuration	Description
1	Organization	Alphanumeric; maximum 40 characters.
2	Street 1	Alphanumeric; maximum 40 characters.
3	Street 2	Alphanumeric; maximum 40 characters.
4	Street 3	Alphanumeric; maximum 40 characters.
5	Town	Alphanumeric; maximum 40 characters.
6	County	Alphanumeric; maximum 40 characters.
7	Postcode	Alphanumeric; maximum 10 characters, or the user can use the postcode lookup feature via the button to the right of the field.
8	Country	Alphanumeric; maximum 25 characters.
9	Phone Number	Alphanumeric; maximum 20 characters.
10	Mobile Phone Number	Alphanumeric; maximum 20 characters.
11	Email Address	Alphanumeric; maximum 255 characters.

To use the Credit Notes functions on the POS, the menus must be configured with the functions to enable issuance and redemption.

Navigate to Menu Maintenance using the path: Configuration > System > Menus

Estate Manager navigation path: Configuration > System > Menus

There are two main aspects of Menu configuration:

Issuing the Credit Note
Redeeming the Credit Note

Issuing the Credit Note is associated with the CREDIT_TENDER menu as the Credit Note is considered as a receipt of proof offered to a customer upon return.

Menu Maintenance list showing the CREDIT_TENDER menu entry with an Edit button — Locate the **CREDIT_TENDER** menu in the Menu Maintenance list.

Click the Edit (pencil) button assigned to CREDIT_TENDER to configure the menu.

Menu Maintenance screen showing the CREDIT_TENDER menu open for editing — The **CREDIT_TENDER** menu is open for editing. Click **CREDIT_TENDER** at the top of the menu to select it, then use the **Add** button.

Click on CREDIT_TENDER at the top of the menu - it will change to bold text, then select the Add button.

Menu Maintenance Add dialog showing the option to Add a new Event Item — In the pop-up selection box, select **Add a new Event Item** to create a blank menu button configuration.

In the pop-up selection box that appears, select Add a new Event Item - a blank menu button configuration page is displayed.

Menu Item Configuration screen with a blank event item ready for configuration — A blank menu button configuration page is displayed. Select **Credit Note Refund** from the **Event** dropdown.

From the Event dropdown, select Credit Note Refund. Several fields are pre-populated with default data.

Menu Item Configuration showing Credit Note Refund selected with pre-populated fields including Visibility Expression — After selecting **Credit Note Refund**, the fields are pre-populated. Update the **Visibility Expression** to reference the correct Tender ID.

The Visibility Expression field should be updated with the ID of the Credit Note Tender created earlier. In this example, the Credit Note Tender ID is CNT002, so:

#{priv:checkPrivilege('enactor.pos.CreditNoteRefundAllowed') && basket:testTenderApplicable('CREDIT_NOTE')}

is changed to:

#{priv:checkPrivilege('enactor.pos.CreditNoteRefundAllowed') && basket:testTenderApplicable('CNT002')}

The ID, Item Label, and Position can be edited as required.

Next, select the Data tab.

Menu Item Configuration Data tab showing fields for Name, Java Type, and Value — On the **Data** tab, enter the tender data values that will be passed to the POS when this menu button is selected.

Enter the following data:

Field	Value
Name	`enactor.mfc.TenderId`
Java Type	`String`
Value	Tender ID created earlier (e.g. `CNT002`)

Select the Add button to save the data against the menu button.

Menu Item Configuration Data tab with enactor.mfc.TenderId, String, and CNT002 values entered — The data entry is saved. Select **Add** to confirm the values, then **Save** to save the menu button.

Click Save and the button is saved in the Credit Tender menu.

Menu Maintenance showing the CREDIT_TENDER menu with the new Credit Note Refund button added — The Credit Note Refund button has been added to the **CREDIT_TENDER** menu. Click **Save** again to save the menu.

Click Save again and the Credit Tender menu is saved.

This completes the Credit Note issuance menu configuration.

Credit Note redemption is configured in the TENDER menu.

Menu Maintenance list showing the TENDER menu entry with an Edit button — Locate the **TENDER** menu in the Menu Maintenance list.

Click the Edit (pencil) button assigned to TENDER to configure the menu.

Menu Maintenance screen showing the TENDER menu open for editing — The **TENDER** menu is open for editing. Click **TENDER** at the top of the menu to select it, then use the **Add** button.

Click on TENDER at the top of the menu - it will change to bold text, then select the Add button.

In the pop-up selection box that appears, select Add a new Event Item - a blank menu button configuration page is displayed.

From the Event dropdown list, select Credit Note Tender.

Menu Item Configuration showing Credit Note Tender selected with pre-populated Visibility Expression — After selecting **Credit Note Tender**, update the **Visibility Expression** to reference the correct Tender ID.

The Visibility Expression field should be updated with the ID of the Credit Note Tender created earlier. In this example, the Credit Note Tender ID is CNT002, so:

#{priv:checkPrivilege('enactor.pos.CreditNoteTenderAllowed') && basket:testTenderApplicable('CREDIT_NOTE')}

is changed to:

#{priv:checkPrivilege('enactor.pos.CreditNoteTenderAllowed') && basket:testTenderApplicable('CNT002')}

The ID, Item Label, and Position can be edited as required.

Next, select the Data tab and enter the following data:

Field	Value
Name	`enactor.mfc.TenderId`
Java Type	`String`
Value	Tender ID created earlier (e.g. `CNT002`)

Select the Add button to save the data against the menu button.

Menu Item Configuration Data tab with enactor.mfc.TenderId, String, and CNT002 values entered for the TENDER menu — The data entry is saved. Select **Add** to confirm the values, then **Save** to save the menu button.

Click Save and the button is saved in the Tender menu.

Menu Maintenance showing the TENDER menu with the new Credit Note Tender button added — The Credit Note Tender button has been added to the **TENDER** menu. Click **Save** again to save the menu.

Click Save again and the Tender menu is saved.

This completes the Credit Note redemption menu configuration.

Broadcasting

info

To deliver the configuration changes to the POS, broadcast the following entities:

Tender
Credit Note Type
Roles
Menu

POS Functionality

Issuing a Credit Note

Access the Returns window.

Enactor POS Returns window displayed on screen — Access the **Returns** window on the POS to begin the credit note issuance process.

Select any of the Return options.

tip

Refer to the How-to Guide on Returns for more information on Return options.

Enactor POS Return Options screen showing available return methods — Select the appropriate return option to process the customer's return.

Click Total when the return items or receipts are selected to access the Tender Menu.

Enactor POS screen with return items selected and the Total button available — Once all return items are selected, press **Total** to proceed to the Tender Menu.

Select Credit Note as the Tender option to complete the transaction.

Enactor POS Credit Tender Menu showing the Credit Note option — Select **Credit Note** from the tender options to issue the credit note to the customer.

Enactor POS screen showing the credit note issuance transaction completed — The credit note has been issued successfully. The transaction is now complete.

Redeeming the Credit Note

Select a product or products into the basket and click on the Total button.

Enactor POS basket screen with products added and the Total button available — Add the product(s) to the basket and press **Total** to proceed to the Tender Menu.

Select Vouchers from the Tender Menu.

Enactor POS Tender Menu showing the Vouchers option — Select **Vouchers** from the Tender Menu to access the credit note redemption options.

Select Credit Note from the available options to complete the transaction.

Enactor POS Voucher options screen showing the Credit Note option for redemption — Select **Credit Note** from the available voucher options to redeem the credit note.

Enactor POS screen showing the credit note redemption transaction completed — The credit note has been redeemed successfully. The transaction is now complete.

Reporting

Credit Note Outstanding Balances

This application in the Estate Manager allows the user to view a report that shows the status of existing Credit Notes. This report enables the user to view credit note outstanding balance information according to the following criteria:

Configuration	Description
Status	Status of the credit note(s). Dropdown selection from a list: Active, Expired, Closed, or Voided.
Start expiry date	The expiry date from which the information is required.
End expiry date	The expiry date to which the information is required.
Start date created	The creation date from which the information is required.
End date created	The creation date to which the information is required.
Start date closed	The closure date from which the information is required.
End date closed	The closure date to which the information is required.

The Reset button resets all the filters to their default values.
The Back button returns the user to the previous screen.
The Next button generates the report.

Credit Note Outstanding Balances report showing columns for Status, Serial Number, Date Created, Date Closed, Expiry Date, and Amount — The generated report displays the credit note details. Use the export options to download the report in different formats.

The columns generated through the Credit Note Reporting function are as follows:

Column	Description
Status	Status of the credit note(s) selected at the Selection Page.
Serial Number	Unique identification number of the Credit Note.
Date Created	The date on which the Credit Note was created.
Date Closed	The date on which the Credit Note was closed.
Expiry Date	The expiration date of the Credit Note.
Amount	The outstanding balance of the Credit Note.

There are multiple viewing options available for the report:

As a PDF
As an Excel sheet
As a Word document

Credit Note Outstanding Balances report showing export options for PDF, Excel, and Word formats — The report can be exported as a PDF, Excel sheet, or Word document using the available export options.

How To Configure Credit Notes

Introduction

Overview

Prior Training / Experience

Configuration Steps