Skip to main content

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's possible that a Retailer won't 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.

Overview​

This guide will cover the configuration for the following:

  • 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 would have covered 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,

Configuration -> HR -> User Roles

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

Navigate to the Authorised Functions Tab of that selected User Roles and apply the following filters:

  • Application Package > Enactor POS

  • Function ID > Contains: CreditNote

PackageProcessFunction IDFunction Name
Enactor POSCredit Note Refundenactor.pos.AuthorisesCreditNoteRefundAuthorises Credit Note Refund
Enactor POSCredit Note Refundenactor.pos.CreditNoteRefundAllowedCredit Note Refund Allowed
Enactor POSCredit Note Tenderenactor.pos.AuthorisesCreditNoteTenderAuthorises Credit Note Tender
Enactor POSCredit Note Tenderenactor.pos.CreditNoteTenderAllowedCredit Note Tender Allowed
Enactor POSCredit Note Tender Item Voidenactor.pos.AuthorisesVoidCreditNoteTenderItemAuthorises Credit Note Tender Voids
Enactor POSCredit Note Tender Item Voidenactor.pos.VoidCreditNoteTenderItemAllowedVoid Credit Note Tenders Allowed
Enactor POSGet Tender From Serial Numberenactor.pos.AuthorisesCreditNoteRedeemOfflineAuthorises Credit Note Redeem Offline
Enactor POSHandle Web Report Functionsenactor.webReports.CreditNoteOutstandingBalanceCredit Note Outstanding Balance
Enactor POSIssue Credit Note Changeenactor.pos.AuthorisesCreditNoteChangeAuthorises Credit Note Change
Enactor POSIssue Credit Note Changeenactor.pos.CreditNoteChangeAllowedCredit Note Change Allowed

  • Application Package > Enactor Web Maintenance

  • Function ID > Contains: CreditNote

PackageProcessFunction IDFunction Name
Enactor Web MaintenanceCredit Note Maintenanceenactor.creditNoteMaintenance.EditEdit Entries
Enactor Web MaintenanceCredit Note Maintenanceenactor.creditNoteMaintenance.EditAccountBalanceEdit Account Balance
Enactor Web MaintenanceCredit Note Maintenanceenactor.creditNoteMaintenance.ListList All Entries
Enactor Web MaintenanceCredit Note Maintenanceenactor.creditNoteMaintenance.NewAdd a New Entry
Enactor Web MaintenanceCredit Note Maintenanceenactor.creditNoteMaintenance.RemoveRemove an Entry
Enactor Web MaintenanceCredit Note Maintenanceenactor.creditNoteMaintenance.RunRun Application
Enactor Web MaintenanceCredit Note Maintenanceenactor.creditNoteMaintenance.ViewView Entries in Maintenance
Enactor Web MaintenanceCredit Note Type Maintenanceenactor.creditNoteTypeMaintenance.EditEdit Entries
Enactor Web MaintenanceCredit Note Type Maintenanceenactor.creditNoteTypeMaintenance.ListList All Entries
Enactor Web MaintenanceCredit Note Type Maintenanceenactor.creditNoteTypeMaintenance.NewAdd a New Entry
Enactor Web MaintenanceCredit Note Type Maintenanceenactor.creditNoteTypeMaintenance.RemoveRemove an Entry
Enactor Web MaintenanceCredit Note Type Maintenanceenactor.creditNoteTypeMaintenance.RunRun Application
Enactor Web MaintenanceCredit Note Type Maintenanceenactor.creditNoteTypeMaintenance.ViewView Entries in Maintenance

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

Select Save.

Configuring Credit Notes​

Credit Notes are typically managed by the process of Issue 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.

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

Tender Maintenance​

To access the Tender Maintenance Application following navigational options should be followed:

Configuration -> Financial -> Tenders

Select the “Create a New Tender” option in the bottom left corner of the Tender Maintenance Application

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 here.

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

In the Restrictions 1 Tab, Mark the following flags as true,

  • Debits allowed Option – Enables Credit Notes to be redeemed as a Tender option

  • Credits allowed Option – Enables Credit Notes to be issued as a Tender option

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

Select the Save button to save the Tender.

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 which can be accessed as follows:

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.

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 and will be used to uniquely identify this new Credit Note Type.

Descriptions of the Configuration Options are as follows:

NoConfigurationDescription
1Description

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.

2RegionSelect the Region as required.
3Tender KeySelected from a dropdown list of all configured Tenders of type Credit Note.
4Issue DocumentSelect 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 drop-down and from the Issue Document drop-down, select the appropriate Credit Note print template for the printer being used.

Select the Save button to save the Credit Note Type.

Credit Note Maintenance​

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

This application is accessed through the Estate Manager as follows:

Configuration -> Financial -> Credit Notes

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

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.

The descriptions of the configuration options are as follows,

NoConfigurationDescription
1StatusThe status of the Credit Note is displayed in this field
2Credit Note TypeThe preconfigured Credit Note Type to which the viewed Credit Notes belongs to is displayed in this field.
3BalanceNumeric value. The redeemable value of the Credit Note (typically Transaction-defined when issued at the POS).
4Date CreatedDate on which the Credit Note was created.
5Date ClosedDate on which the Credit Note was closed.
6Expiry DateDate 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.

NoConfigurationDescription
1TitleAlphanumeric; maximum 10 characters.
2SurnameAlphanumeric; maximum 100 characters.
3ForenameAlphanumeric; maximum 100 characters.
4InitialsAlphanumeric; maximum 5 characters.
5SexDropdown list selection of fixed options, which are: Male or Female.
6Date Of BirthThe 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 enable the User to select the required date.

Credit Notes – Address Tab

The Address Tab displays Customer Address information (normally captured at the POS, as per Name).

NoConfigurationDescription
1OrganizationAlphanumeric; maximum 40 characters.
2Street 1Alphanumeric; maximum 40 characters.
3Street 2Alphanumeric; maximum 40 characters.
4Street 3Alphanumeric; maximum 40 characters.
5TownAlphanumeric; maximum 40 characters.
6CountyAlphanumeric; maximum 40 characters.
7PostcodeAlphanumeric; maximum 10 characters or the User can use the postcode lookup feature via the button to the right of the field.
8CountryAlphanumeric; maximum 25 characters.
9Phone NumberAlphanumeric; maximum 20 characters.
10Mobile Phone NumberAlphanumeric; maximum 20 characters.
11Email AddressAlphanumeric; maximum 255 characters.

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

The Menu Maintenance application is accessed via the Estate Manager as follows:

Configuration -> System -> Menus

There are 2 main aspects of Menu configuration:

  1. Issuing the Credit Note

  2. Redeeming the Credit Note

Scenario 1: Issuing the Credit Note – CREDIT_TENDER Menu​

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.

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

Click on CREDIT_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 drop-down, select Credit Note Refund.

Several fields are pre-populated with default data.

The Visibility Expression field should be updated with the ID of the Credit Note Tender created earlier. In the example given earlier, 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

Enter the following data:

FieldValue
Nameenactor.mfc.TenderId
Java TypeString
Value<Tender ID created earlier> (e.g. CNT002)

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

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

Click Save again and the Credit Tender menu is saved.

Scenario 2: Redeeming the Credit Note – TENDER Menu​

Credit Note redemption is configured in the TENDER Menu.

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

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 drop-down list, select Credit Note Tender.

The Visibility Expression field should be updated with the ID of the Credit Note Tender created earlier. In the example given earlier, 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

Enter the following data:

FieldValue
Nameenactor.mfc.TenderId
Java TypeString
Value<Tender ID created earlier> (e.g. CNT002)

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

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

Click Save again and the Credit Tender menu is saved.

Broadcasting​

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

  • Tender

  • Credit Note Type

  • Roles

  • Menu

POS Functionality​

Issuing a Credit Note​

1. Access the Returns Window

2. Select any of the Return Options

(Please refer to the How-To-Guide on Returns for more information on Return Options)

3. Click Total when the Return items/receipts are selected to access the Tender Menu

4. Select Credit Note as the Tender Option to complete the Transaction.

Redeeming the Credit Note​

1. Select a product/(s) into the basket and click on the Total button.

2. Select Vouchers from the Tender Menu.

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

Reporting​

Credit Note Outstanding Balances​

This application in the Estate Manager allows 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:

ConfigurationDescription
StatusStatus of the credit note(s) Dropdown selection from a list i.e., Active Expired Closed or Voided.
Start expiry dateThe expiry date from which the information is required.
End expiry dateThe expiry date to which the information is required.
Start date createdThe creation date from which the information is required.
End date createdThe creation date to which the information is required.
Start date closedThe closure date from which the information is required.
End date closedThe closure date to which the information is required.

  • The reset button will reset all the filters to their default value.

  • The back button will return the User to the previous screen.

  • The next button will generate the report

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

ColumnDescription
StatusStatus of the credit note(s) which was selected at the Selection Page.
Serial NumberUnique Identification number of the Credit Note.
Date CreatedThe date in which the Credit Note was created.
Date ClosedThe date in which the Credit Note was closed.
Expiry DateThe expiration date of the Credit Note.
AmountThe Outstanding Balance of the Credit Note.

There are multiple viewing options presented for the user to obtain the Report,

  • As a PDF

  • As an Excel Sheet

  • As a Word Document