The Branch-Level Credit Note workflow allows you to load multi-project credit notes for a single supplier into RAVE, splitting the credit across multiple jobs i.e. a rubbish bin hire credit note across multiple projects/sites.
Adding a Branch-Level Credit Note
The work-flow of adding a branch-level supplier Credit Note starts by:
- Clicking on the 'Financial button' to open the branch-level financial sub-tabs
- Then the 'Bills In' sub-tab, and the 'Add a Supplier Credit Note' to the top right of the screen
- Select the supplier/contractor you've received the bill from
- Add your suppliers' bill reference number i.e. their invoice number
- Select the category to assign this bill to
NOTE: If this bill is to be spread across multiple categories, you can select a category/subcategory at the line-item entry stage - we cover this in step 9 below. - Leave the 'Project' field blank i.e. you can select the project at the line-item entry stage below
- Also complete the Issued Date, and the 'Amounts are' (Tax) fields
- Click on the cloud icon, or drag and drop, to attach your supplier bill
- For each item line you would complete the following fields:
Description - of this credit note for the selected project i.e. Cleaning Lot 1
Project - the project this portion of the credit note is to be charged to
Category - the category this portion of the credit note is to be charged against for the selected project
Subcategory - the subcategory will allow more detail into your cost vs spend
UOM (Unit of Measure) i.e. each
Quantity i.e. 1
Cost Price - the portion of this credit note against the selected project
Markup - if required i.e. if you are on-charging this credit note, you can add a markup - say 10%
Tax Rate - if applicable i.e. 15% GST - Then click the SAVE button to confirm your line entry
- Repeat the above steps to add the next line(s) until every single item and total item value of that credit note has been assigned to the right job(s) and categories/subcategories.
- Once all of the credit note's value has been accounted for, you can then click the 'Approve' button to load that credit note entry.
This will load the credit note and take you back to the branch-level 'Bills In' sub-tab, where this new credit note entry will be displayed.
NOTE: All line items from branch-level credit notes must be assigned to a project. If there is one or more lines that don’t have a specific rave project, you will need to create and assign these items to a generic project.
Branch-Level Credit Notes - Additional Points
The Branch-Level 'Bills In' sub-tab displays every active project's bill and credit note within your business - there are filter options at the top of the page to refine the display. The project name for the credit note will display as 'Multiple Projects' if it is across more than one project vs. a single project's job number/name.
Clicking on a credit note's 'Reference' link will open/display the branch-level credit note screen.
- This is where we can view the credit note - and is also where we can make changes
- To the top left of the credit note screen we display the project names (as clickable links) this credit note has been charged against.
NOTE: Any editing of branch-level credit notes must be done at the branch level, not the project level - Branch-level bills need to be loaded at the branch level - which is why when you click on a 'Branch-Level' Credit Note link - it will take you back to the branch level credit notes page to make that edit.
Clicking on a credit notes project name link, will take us to the 'Bills In' sub-tab for that project - displaying all credit notes (and bills) charged to that job.
- Any branch-level credit notes (and bills) will be tagged with a 'Branch Level' bill/credit note icon (to the right) of the supplier's reference number.
- On the left-hand side of a credit notes Status column - is the total amount of the credit note that needs to be paid i.e. the total credit note value spread across all projects
- On the right-hand side of the Status column - is the amount of the credit note allocated to this specific project - the portions allocated to this project, these are also the figures used for the project's reports including back costing.
