Credit Note Request (AR)

For Your Information

* Read the instructions below and refer to the Finance and Accounting Manual Trade Debtor Procedures for further information.
http://www.finance.usyd.edu.au/docs/ardebtors.pdf
* The Credit Note Request form is an official source document and needs to be retained by the respective Billing Source.
A variety of formats are available - please check with your Billing Specialist for specific requirements.
* All data must correspond exactly to the original PeopleSoft Invoice data entry
* The Credit Note Request form must be authorised by a Delegated Officer.

* A variety of forms have been prepared to suit different user needs:

Use the hotlinks below to select the document you require (or use the tabs at the bottom of the screen for excel documents).
* If multiple pages are required - use one of the documents below and attach a copy of the original Invoice Request form or PeopleSoft
data-entry screendumps and CLEARLY identify the item(s) to be credited.

* Excel documents
These documents allow direct data-entry and automatic calculation for GST and Totals columns.
Please read the instructions below.
4Lines single account code entry per line
1Line-splitx6 allows multiple account code distribution

* PDF documents
These documents are designed to be printed and completed by hand.
Credit Note Request - 1 line with multiple account code distribution
Credit Note Request - 4 lines with single account code

Instructions for Excel documents

NB: Cells with headings and formulae are shaded and protected.
Select cells with mouse or tab key and enter required data.
Data must correspond exactly to the original PeopleSoft Invoice data entry - with negative dollar amounts.
* Customer information Complete all information requested unless marked as optional.
* Details of invoice and reason for credit
This information is essential

* GST Status T - Taxable, F - Free, O - Out of Scope, XP - Export, IT - Input Taxed

The code must be shown for each line: the default "T" - but can be overtyped for other options
* Description / Notes At least one of these fields must be completed - include: Invoice ID, date issued and reason for credit.
Description is restricted to 15 character/spaces. Notes is unlimited.
* No Items and Unit Cost The unit cost needs to be GST exclusive. The Total amount and GST are calculated automatically
* Revenue Distribution only relevant for multiple account code distributions
Formulae are included to ensure the total distribution equals the line amount.
* Account Code These cells must be correspond with original invoice entries.
* Print the form, and save to local directory if required
* Before signing, check that Amounts entered and Totals are correct.
* The form must be signed and approved by a Delegated Officer.
* Invoice ID and Invoice Date are completed by Billing Specialist after data-entry.
* The form needs to be retained by the Billing Specialist and filed by Invoice ID.

Finance and Accounting Manual

 Credit Note Request (AR) INSTRUCTIONS

Please use BLOCK letters and complete all fields unless marked as optional
Section 1: Customer and Credit Note Details - to be completed by person requesting Credit Note
Details of Invoice(s) related to Credit Note: Customer Details (optional alternative)

Customer Name: Invoice ID: The following PeopleSoft database codes may be used for regular Customers

Contact: Invoice Date: Customer ID:

Address: Supporting documentation attached Address Location No:

Full Credit
Contact Sequence No:
Partial Credit

State: Reason for Credit: Special Instructions:

Postcode: Invoice reversal - (data-entry error) Post Credit Note to Customer

Goods returned / Services not provided ✘ Apply Credit via Worksheet
Country: Other :

GST Status No. (-) Unit Cost (-) Amount

LINE Description (max 30 characters) GST Class RC Project Analysis (optional)
T/F/O/XP/IT Items (GST Excl) (GST Exclusive)

Line 1 T Credit Note 1 $0.00 $0.00 $0.00

Notes (optional):
GST taxable
Line 2 T Credit Note 1 $0.00 $0.00 $0.00
Notes (optional):
GST taxable
Line 3 T Credit Note 1 $0.00 $0.00 $0.00
Notes (optional):
GST taxable
Line 4 T Credit Note 1 $0.00 $0.00 $0.00
Notes (optional):
GST taxable GST Inclusive
Credit Invoice ID: ____________________

Invoice Total
$0.00 $0.00 $0.00
Worksheet: ____________________

INVOICE DATE:_______________________

TOTALS

Section 2: Authorisation - Credit Notes must be authorised by a Delegated Officer

Requested By:
Name of person providing goods/services - in BLOCK letters Signature Date Phone

Approved By:
Name of Delegated Officer - in BLOCK letters Signature Date Department

Section 3: Administration Only - to be completed by Billing Specialist (after data-entry)

PeopleSoft Data
Entry By: Billing Specialist ID Phone Name of Data Entry person - in BLOCK letters Signature

Finance and Accounting Manual

 Credit Note Request (AR) (Multiple Account Code Distribution) INSTRUCTIONS

Please use BLOCK letters and complete all fields unless marked as optional
Section 1: Customer and Credit Note Details - to be completed by person requesting Credit Note
Details of Invoice(s) related to Credit Note: Customer Details (optional alternative)
Customer Name: Invoice ID: The following PeopleSoft database codes may be used for regular Customers

Contact: Invoice Date: Customer ID:

Address: Supporting documentation attached Address Location No:

Full Credit
Contact Sequence No:
Partial Credit

State: Reason for Credit: Special Instructions:

Postcode: Invoice reversal - (data-entry error) Post Credit Note to Customer
Goods returned / Services not provided Apply Credit via Worksheet
Country: Other :

GST Status No. (-) Unit Cost (-) Amount

LINE Description (max 30 characters) GST Multiple Revenue Distribution
T/F/O/XP/IT Items (GST Excl) (GST Exclusive)

Line 1 T Credit Note 1 $0.00 $0.00 $0.00 Show negative Revenue distribution for each account code
Notes (optional):
GST taxable

Distribution Notes (optional): Amount Class RC Project Analysis (optional)

(GST exclusive)
negative amount
1 $0.00 GST exclusive
negative amount
2 $0.00 GST exclusive
negative amount
3 $0.00 GST exclusive
negative amount
4 $0.00 GST exclusive
INVOICE DATE:_______________________

negative amount
5 $0.00 GST exclusive 0
Credit Invoice ID: ____________________

negative amount
6 $0.00 GST exclusive 0
GST Inclusive
Worksheet: ____________________

Invoice Total
Distribution Total $0.00 $0.00
Amount is fully distributed

Section 2: Authorisation - Credit Notes must be authorised by a Delegated Officer

Requested By:
Name of person providing goods/services - in BLOCK letters Signature Date Phone

Approved By:
Name of Delegated Officer - in BLOCK letters Signature Date Department

Section 3: Administration Only - to be completed by Billing Specialist (after data-entry)

PeopleSoft Data
Entry By: Billing Specialist ID Phone Name of Data Entry person - in BLOCK letters Signature

Finance and Accounting Manual