Old Purchase Credits

Overview

The Old Purchase Credits bookkeeping data check page identifies purchase credit notes that were created by the supplier some time ago but have still not been attached to a bill or refunded.

By reviewing the list of old purchase credit notes that Xenon Connect flags up on this bookkeeping data check page, you are able to deal with the unattached purchase credit notes appropriately.

There are various reasons why a purchase credit note may be showing up as unattached in Xero or QuickBooks Online, including the following:

• The credit note was created in error
• The bank reconciliation process is not up to date and the supplier refund has not yet been allocated to the credit note
• The supplier refund has been incorrectly allocated to a different credit note/supplier
• The purchase refund has been incorrectly marked as a direct payment to a nominal account (rather than through the creditors ledger)
• The purchase credit note is being left on account but no bills have been raised by the supplier yet

View Purchase Credit Note in Xero or QuickBooks Online

For each old unattached purchase credit note identified, you are able to click the View button after which you will be taken directly to the applicable credit note within your bookkeeping account. This will allow you to investigate the item further.

Void or Delete Purchase Credit Note

If you determine, after review, that a particular purchase credit note has been created in error, it can be quickly removed from Xero or QuickBooks Online by clicking the “Void” or “Delete” button within Xenon Connect.

Please note that purchase credit notes that have been part-allocated to a bill or part-refunded cannot be voided. In this circumstance you will need to unallocate the payment or credit note from the bill first, before voiding the purchase credit note.

Dismiss Item

If you decide that a particular purchase credit note shown is ok to be left as unallocated, then you can click the “Dismiss” button to hide the item and prevent that specific credit note appearing again in the issue list.

Ignore Item for 30 Days

If a purchase credit note shows up as old and unattached, but you expect it to be allocated against a bill or refunded by the supplier soon, you can click the “Ignore (30 days)” button which will hide the item for 30 days.

After 30 days, if the purchase credit note is still unallocated, then the item will reappear in the list.

Show Dismissed Matches

You can recheck dismissed and ignored old purchase credit notes in Xenon Connect by enabling the “Show dismissed items” toggle.

This will allow you to add any dismissed or ignored items back to the main old purchase credit note list, by clicking the “Add back to issue list” button.

Search Text Filter

Use the search box to filter the old purchase credit note results in real time, based upon the text entered.

The results will also include any dismissed and ignored purchase credit notes.

Bulk Process Options

The following bulk actions can be taken by using the check boxes and Bulk Process Options drop down menu:

• Void purchase credit notes in Xero or QuickBooks Online
• Dismiss purchase credit notes in Xenon Connect
• Ignore purchase credit notes for 30 days in Xenon Connect

Settings

Within the Old Supplier Credit Notes section of the Settings page in Xenon Connect, the following preferences can be adjusted:

• Date of credit note is at least x days old – Use this setting to choose the minimum number of days since the credit note was created (based upon credit note date) to show up as an old purchase credit note item (default value is 60 days)