What you require when mapping a credit note will depend on your software.
*Standard type: Usually clients only need a negative on the totals for it to be accepted by their software as a credit note, so in these cases it only depends on what is supplied on the actual invoice, as to which type of map you need to use. However some software will require something different, so you would need to export an example of each and see which one your system requires, which is discussed further on in this topic.
*Note that Xero requires the standard type
The below image shows you examples of different types of maps available when you search for a map. You need to know which type you require by looking at your figures in your credit note;
We have 2 basic 'document type' maps;
1. Invoice - Service or Line Item (Service or LineItems)
2. Credit Note - Service or Line Item (ServiceCrNote or LineItemsCrNote)
What type of map should you use?
(1)'Invoice' type: You would normally use an 'Invoice' type when your invoice has a negative on the figure. For example if your invoice total looks like this:
this: TOTAL: $300.00 CR
or this: TOTAL: ($300.00) <our systems recognises ( ) & CR as a negative>
As this invoice type will extract it as the negative it sees, and you will therefore have the required negative in the extracted details.
(2)'Credit Note' type: But if you have a Credit Note that has the figure without negatives or brackets, for eg:
then you need to use a 'Credit Note' type map, and this will flip the figure from a positive to a negative, meaning the total will now have the required negative in the extracted details.
However some software will require something different
Customised type: For some accountancy software the above scenarios dont count, as they recognise a 'Credit Note' document type as a credit note and it does not want the negative on it. Or it may want a 'Credit Note' type map and the negative on the total. So as mentioned before the best way is to do a credit note test by exporting 3 examples:
(a) send one with document type as 'Credit Note' and have the extracted details with NO negative.
(b) send one with document type as 'Credit Note' and have the extracted details WITH a negative.
(c) send one with document type as 'Invoice' and have the extracted details WITH a negative.
As this is just a test you can simply manually enter them and adjust the document type and negatives manually, this saves you looking for the perfect type of map.
Just an FYI if after you do the above test and find that your system is the customised type, then depending on what your system requires, you may come across another scenario where you may need to use a 'Credit Note' type map on a credit note that DOES have negative on it (because suppliers send credit notes with & without negatives). You will see that when you apply the credit note type map to this Cr note that has a negative on the total, it will still flip it, so it will go from negative to positive. This means that after we apply the the credit note type map it removes the negatives and the totals will have red !!!! on them. Depending on what your system requires you will need to either add the negatives back on the line amount so the totals will have negatives on them OR you'll need to simply remove the red!!! by clicking on the !, then click Update, then save.
If you have further questions about this please feel free to email us at firstname.lastname@example.org or call on 1800 419 100