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Creating a Credit Note eForm
Login to Finance System 1. Select appropriate form link via the Finance & Procurement Website and login to the Finance System using normal log‐in details.
Navigation: Main Menu > Billing eForms > Billing eForms Creating a Credit Note eForm 2. Navigate to the Billing Home Page. 3. Select Create a Billing eForm. 4. Select Credit Note eForm.
You are redirected to the “Credit Note Add Lookup Search” page.
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Search for Bill 5. Search for original bill that is to be credited, using one or more of the Search Criteria. 6. Click on the bill that requires crediting.
“Create a Credit Note eForm” page will open.
Requestor information and Original Bill details will be auto‐populated.
Note: If original Bill was in Foreign currency, only the AUD equivalent amount will be shown here. If Rebill is also in foreign currency, then refer to “Foreign Currency Bills” section on page 5.
Creating Credit Note 7. Tick “Rebill Required” if a replacement Bill is required after crediting.
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8. Select ‘Reason for Credit Note’ (mandatory).
9. Enter email address for Credit Note (mandatory).
Note: Two email addresses can be entered, separated with “;”. The Requestor will automatically receive a copy of the Credit Note upon integration via a system generated email.
10. Click ‘Add File Attachment’ and browse and upload supporting documentation (mandatory). 11. Tick boxes if supporting documentation is required to be sent to Customer with Credit Note and/or Rebill. 12. Add comments if applicable. 13. Click on “Next”.
Note: If “Rebill Required” is not selected, then click “Submit” (button will not be greyed out). The following steps are not required – skip to step 18.
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Rebill Information Note: Information will be auto‐ populated from original bill and can be edited. Mandatory fields are highlighted in yellow.
14. If rebilling to a different Customer, then enter Customer Name and click on looking glass to make appropriate
selection.
Note: If customer does not already exist in system, complete the section at the bottom of “Customer Information” and attach the relevant supporting documentation so Customer can be created by Revenue Accounting.
15. Enter email address for Rebill (mandatory). 16. Correct information as required for Rebill.
Note: If Foreign Currency is required on rebill, then refer to “Foreign Currency Bills” section on page 5.
17. Click on “Submit”.
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Foreign Currency Bills Amount shown is AUD equivalent from original Bill. Change Bill Currency field, and amend Unit Price to FX amount. Ensure the percentage field equals 100%.
18. Select “Yes” when message box is displayed.
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Form Visualiser will be displayed. Automated workflow is in accordance with “Invoicing and Cash Receipting Procedures”.
Refer Page 7 for an explanation of the Visualiser’s icons.
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Process Visualiser Icon Meaning Green Tick The task has been completed by the appropriate person.
Blue outline The form is sitting in the user’s worklist and needs to be actioned.
Green Arrow The form will bypass this step as it is not required.
Greyed out The form will workflow to this step in the approval process and will require action.
Blue arrow The form has been declined and has been pushed back to the Initiator.
Red cross When the form is withdrawn at any approval stage, ‘x’ will appear in the visualiser.
Green tick on the Processing and Finance System box Once the “Processing” and “Finance System” icons have the green tick, the request will be integrated into PeopleSoft, a credit note and bill will be generated and emailed to the customer. The initiator will receive notification by email which
will include a copy of the credit note and bill.