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.

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 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.
  • 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. 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.

See also

• How do I refund a unit deposit?

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Keywords AND Misspellings

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Tags

VS20, VS84, VS88