Hi Mathew,
It’s a question of reconciliation with a suppliers statement.
A credit is issued in my case when I return goods that are either excess to requirement or faulty.
In answer to your second point yes it can but there in lies the problem with how Quickfile handles credits you see sometimes that is ok, but for myself and the OP and I suspect many others it’s only appropriate occasionally. I only used £10 in my example for ease of addition and in hindsight that may have distracted you from the issue. Imagine all the transactions are for different amounts and that the credit does not match any of them.
Scenario: I go into my supplier, who I have a 30 day credit account with, and pick up ten items on the 1st of the month, that is then invoiced on the day and sent to me by email, I log that invoice on Quickfile via the dashboard. I return one of the items a few days later as it’s not required, they raise a credit note which I receive in due course. I could post it against the invoice however this is unsatisfactory as at the end of the month (30 days later) when I receive the statement from my supplier and try to reconcile it the two lists don’t match as;
the supplier statement shows
inv A £132
inv B £50
Credit note#1 - £20
inv C £60
Total outstanding £222
(this layout is, I’d say, an accounting package industry standard layout, all my suppliers show both invoices and credits in a simple list as above on their statements)
but Quickfile shows on the outstanding purchases screen
inv A £132
inv B £50
inv C £60
Total Outstanding £242, not stated as such but visible if you select those invoices with the tick box, this is the total regardless of whether you have or have not posted the credit note against one of those invoices.
Only when I select the invoices to pay them and select ‘allocate one lump payment’ option do I see a corresponding value of £222, that is if I’ve post the credit note against one of those invoices.
Simply put the credit note should be able to be held on the suppliers account without being allocated to a purchase so it is visible just like any invoice is and not ‘hidden’, then when I want to pay my supplier I pick the invoices and credit notes I want and get a running total that makes sense and pay that.
Quickfile should allow me to see a list identical to my suppliers statement, because that is how the transactions are managed between companies. A credit note has the exact same worth and effect as an invoice representing the transfer of goods or services between legal entities and should not be relegated to being lost within an invoice.