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Overview: As a restaurant manager, you want to track and manage credit note requests generated during the Receptions process, to ensure that they are taken into account by your suppliers and/or purchasing department. This guide takes you through the process.

Start from: The Easilys menu.

A credit note request is always generated from a reception. It can be created manually or automatically by Easilys if it becomes aware of an anomaly between the order and delivery or between delivery and Receptions.

When you validate the receipt of credit note requests, you can retrieve these requests in a dedicated screen to monitor them and carry out the various actions described below:

  • Select the Supplier orders > Credit note requests tabs.
  • You'll find all the credit note requests generated. (1)
  • Filter by status and/or by supplier to find the required credit note request more easily. (2)
  • Select the credit note you wish to view the details of and/or send to the supplier, if this has not been done automatically when validating the reception.

Details are viewed on the screen.

Note: Automatic dispatch of claims can be set in the supplier master record. To find out more, see Create a new supplier record.

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  • Add comments, if required, by selecting the orange pencil. (3)
  • Download or print the credit note, if required, by selecting Reports. (4)
  • Send the credit note request, if necessary, choosing the delivery method if several are available. (5)

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  • Once sent, the credit note request status changes to “Sent”. (6)

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  • For follow-up, it is possible to select “Accepted” or “Refused” at the bottom right of the claim form when the claim matches the one processed by the supplier. The credit note request then changes status to “Finished” or “Refused”.

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By default, a credit note request is always considered paid, even if you do not select “Accepted”.

The most important thing to remember is to select “Refused” when a credit note request is not paid by the supplier, or the food cost price calculation may be distorted.

Note: If you wish to manage the amounts of credit notes received in greater detail, you will need to manage your credit notes from the SUPPLIER INVOICES screen, rather than simply setting them to paid status as described in this article. Please refer to the article “Following up a credit note” if you would like to find out more about managing credit note invoices.