The Credit Enquiry is a comprehensive reporting tool that allows you to review and analyze all Credit Notes processed in your account. This powerful feature provides detailed visibility into credit transactions, helping you track returns, refunds, and credit adjustments across your business operations.
The Credit Enquiry displays all Credit Notes that have been created and processed, including Free Entry Credit Notes. Rather than showing just summary information, the enquiry breaks down each Credit Note to the individual product level, giving you a complete view of every credit line item in your system.
To open the Credit Enquiry report, navigate to the main menu and select Reports > Sales > Credit Enquiry. Once open, use the Run button to generate the report with your selected filter criteria, and use the Export dropdown to download the report in PDF, CSV, or Excel (XLSX) format.
Filtering the Credit Enquiry
The Credit Enquiry offers extensive filtering options to help you find exactly the information you need for Credit Notes and Free Credits.
Credit Enquiry filter | Description |
Date From | Set the start date to filter Credits by the Transaction Date selected. |
Date To | Set the end date to filter Credits by the Transaction Date selected. |
Transaction Date | Use the drop-down menu to select one of the following transaction dates to filter the date range by:
|
Credit Number | Filter by the Credit's transaction number. |
Invoice Number | Filter by the Credit Note's originating Invoice transaction number |
Credit Status | Use the drop-down menu to filter Credits by their current status:
|
Product Code | Filter Credits by product code. |
Product Description | Filter Credits by product description. |
Customer Code | Filter Credits by the customer's code. |
Customer Name | Filter Credits by the Customer's name. |
Product Group | Use the drop-down menu to filter Credits by the Product Group the product is assigned to. |
Credit Reason | Filter Credits by the Credit Reason assigned in the Credit Line. |
Warehouse | Use the multi-select drop-down menu to filter Credits by the Credit's assigned Warehouse. |
Sales Person | Use the drop-down menu to filter Credits by the Sales Person assigned to the originating Invoice's Sales Order. |
Understanding the Credit Enquiry
Once you've run your Credit Enquiry report, the results grid breaks each Credit Note and Free Credit down to its individual product Credit Lines. The grid is designed to provide both high-level insights at a glance and deep-dive capabilities through clickable links. You can customize the view to match your specific role and responsibilities.
Credit Enquiry grid column | Description |
Credit Date | Displays the Credit's Credit Date. |
Receipt Date | Displays the date the Credit was updated to Completed status. |
Return | Indicates with a tick (yes) or cross (no) icon whether the product's credit quantity was returned to stock. |
Credit Number | Displays the Credit's transaction number. |
Customer | Displays the name of the customer of the Credit. |
Product | Displays the credited product's description. |
Product Group | Displays the Product Group assigned to the product. |
Credit Reason | Displays the Credit Reason selected for the product's Credit Line. |
Status | Displays the Credit's current status. |
Quantity | Displays the number of product units being credited. |
Sub Total | Displays the total sale value being credited for the credit line, excluding tax. |
Hidden Columns
Use the Hidden Columns button in the Credit Enquiry's Show Toolbar tab to customize your view by dragging and dropping columns into the grid.
Credit Enquiry hidden column | Description |
Customer Code | Displays the unique code of the customer of the Credit. |
Invoice Number | Displays the Invoice Number the Credit Note originated. The Invoice Number field will be blank for Free Credits. |
Product Code | Displays the product code. |
Reference Number | Displays the Customer Reference from the Credit Note's originating Invoice's Sales Order. |
Sales Person | Displays the Sales Person assigned to the originating Invoice's Sales Order. |
Unit | Displays the product's base unit of measure. |
Warehouse | Displays the name of the warehouse the Credit was assigned. |
Credit Enquiry totals
At the bottom of your Credit Enquiry results, you'll find helpful totals:
Credit Count: Total number of individual credit lines across all displayed Credit Notes.
Total Credit Value: Sum of all credit values shown, excluding tax.
These summary figures update automatically based on your applied filters, giving you instant insight into the scope and value of credits in your selected timeframe.
Customising your view
Drag any column header into the grey area above the grid to group your data by that field. Add multiple grouping levels and use the +/- icons to expand or collapse sections. This is particularly useful for analyzing data by customer, product group, or period.
Reorder columns by dragging headers, resize columns by dragging borders, and sort data by clicking column headers - first click for descending order, second click for ascending order.
To add a Hidden Column to the Credit Enquiry's grid:
Go to Reports > Sales > Credit Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the Hidden Columns list and drop it into the grid.
To remove a Hidden Column from the Credit Enquiry's grid:
Go to Reports > Sales > Credit Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the grid into the Hidden Columns list.
Grid Layouts
After customising your column layout, save it for future use:
Click on the Show Toolbar tab.
Select New.
Enter a unique name for the new layout.
Click Add.
The layout will now be saved to your user profile, only available to select from the Show Toolbar's Grid Layout drop-down menu.
Edits can be made to your custom grid layout at any time; just click Save in the Show Toolbar options after you've made the necessary adjustments. Similarly, custom grid layouts can be removed by clicking Delete in the Show Toolbar tab.
Default grid layouts
Initially, whenever you navigate to the Credit Enquiry, the default grid layout "None" will be displayed.
To make one of your custom grid layouts the default view:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Default checkbox.
Click Save.
Share grid layouts
If you've created a grid layout that other users in your account would benefit from using, you can make it available to their user profiles too:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Shared checkbox.
Click Save.
The layout will then be available to select from the Show Toolbar > Grid Layout menu when other users open the Credit Enquiry page.
Shared layouts cannot be a default for another user's profile, but they can save the shared layout as a new layout in their own profile, then set that as their default. Any edits you make to your shared layout will not apply to their saved default version.