How do I credit a unit?

Summary

This article explains how to raise a credit note for a unit.

There are two things to consider before you credit a unit sale.

• Was there a part exchange unit on the sale? If there was a part exchange, the purchase of the part exchange will not be credited if the part exchange unit has been sold.
• Crediting a unit sale will only reverse anything done at the point of invoicing, e.g. any money taken as part of the sales order will not be credited but if there was a final balance paid when the invoice was raised then that will be credited.

More Information

Units: Unit is a general term used to cover all types of vehicle and machinery, including items such as motorcycles, scooters, cars, trucks, vans, caravans, motorhomes, boats, tractors, ATVs, agricultural equipment, wholegoods and construction equipment.

Please note the Credit Note will be produced on the date you are logged into Platinum. This will usually be todays' date. The document number will be the same as the original invoice number and will be automatically allocated to the original invoice.

Go to " Unit Sales Unit Credits".

• At "Unit Code:", enter the 'Stock Number' of the unit that you wish to credit.
• Press <Enter>.
• The system will automatically fill in the 'Description' from the unit stock details and display the date the unit was invoiced.
• At "Do you want to credit this unit?", check that it is the correct unit and then click [Yes].
• A Unit Credit Note will now be printed.
• At "Do you want to Accept, Ignore or Re-print the document?", check the print-out and confirm that it is correct.
• If it is all OK, click the [Accept] button.

• If the deal included one or more part exchange units you may be prompted to remove their records.
  • If you choose [Yes] the unit will be deleted from the system and you will need to re-enter it if you recreate the deal. The purchase of the part exchange will be credited.
  • If you choose [No] you may be able to re-allocate the record to a new unit order. Please note this depends on a system setting as to whether existing units may be used as part exchanges. The purchase of the part exchange will not be credited. Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page for advice if you wish to use this option.

• If you have an attached till, you will see "Do you want to log this payment into the till?", and you should click [Yes].
• You should see the message: ""All invoice postings have been reversed."".
• Click [OK].

Make sure to double check the unit you are crediting is the one you actually want to credit. Invoicing it again can be a chore!

Checking the Unit Credit

Unit Details

The system will reverse all transactions and clear out the Sales details on the unit.

The unit status will be returned to 'In Stock', and the "Sales" tab information will have been blanked out.

Accounting Details

Now that you know the unit details have been reversed, you may wish to check the customer's account and make sure that they have been credited.

Go to " Sales Ledger Customer History".

• Type the customer's account code and press <Enter>.
• Press <Enter> again to display their history. Check for the credit note against the original invoice. This credit posting will correspond to the print-out you have in hand.
  • Any deposits taken prior to invoice will be reinstated for you to refund, re-use or keep as required.
  • Any payments taken at point of invoice will not be refunded. If you have refunded the customer please deal with this through Sales Ledger receipts.
• If there is a part exchange involved, you should check in the Purchase Ledger that this has been dealt with according to whether you have kept it in stock, returned it to the customer or have already sold it.
• If there has been a finance company involved in the deal e.g. for the sale or purchase of part exchange, please check their accounts on both the Sales Ledger and Purchase Ledger for payments made to and from them and deal with them appropriately.

Crediting a Unit on a Multiple Unit Invoice

If you wish to credit one unit rather than the whole invoice then you will not be able to use the above option. The instructions below are a guide to how to approach this rare occurrence.

• Check the details of the unit to credit.
• Using the Sales Ledger create a manual credit note for the unit.
• Enter the relevant details on the text of the document.
• Calculate the value to credit, including any vat.
• Enter the values to the relevant sales centre/s.
• Print the credit note and check the details and values are correct before accepting it.
• If you have refunded the customer use Sales Ledger Receipts to pay the credit note using the relevant refund method e.g. Z992 if you refund direct to their bank or card.
• Create the unit as a replacement stock record.
• Complete the purchase details but do not produce a purchase invoice.
• Post a journal to Credit the Cost of Sale nominal centre used when the Unit was originally sold and Debit the Unit Accrual centre (Z940).

If there are any additional factors to take into account e.g. finance, you may be best to credit the whole deal and start again!

See also

• How do I refund a unit deposit?

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Keywords AND Misspellings

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Tags

VS20, VS84, VS88