Steps to Create a Credit Note
Click Inventory in the left side menu and select Purchase Orders to open the Purchase Order List.
Find the order to credit by using the filters or searching for the order number.
Click the tick box to the left of the order you intend to credit, then click New Credit Note.
Note: You can only credit a finalised Purchase Order
This opens the New Credit Note screen, shown below:
Enter a Reference into the field provided
You can edit the Credit Note Date in the date field provided
Select the line item(s) you wish to credit by using the tick box beside each line, or you can select all lines by using the tick box in the header row, to the left of the Part No/Code heading.
Note: credits are quantity‑based. You can partially credit a line item by entering the quantity to credit. Multiple credits can be applied to the same purchase order line over time, up to the total quantity originally received.
You can add notes regarding the credit in the Notes field provided.
Click Create to create the Credit Note.
This creates the credit note with the status Request for Credit, meaning the credit has been requested with the supplier. However, it is not finalised until you proceed with the next step to finalise the return.
📝Note: Credit notes are created with a Purchase Order Number starting with "CN –" followed by the original purchase order number, followed by a number that increases if there is more than one credit note for a single purchase order, e.g. "CN – PO 9 – 2" would be the second credit created for Purchase Order "PO 9".
Credit Note created from Within a Job
If you 'remove' an ordered part from a Job or Invoice, you will see a notification that lets you choose how to handle the part:
Return to Stock: Enter the quantity to return. This quantity is removed from the job and added back to Stock on Hand:
Add Credit Note: Create a supplier credit note for the selected items.
💡 Rounding Adjustment for Credit Notes
You can adjust the total credit amount by 1c to match supplier credit notes
Click the dollar value in the Total Credit field to open the rounding popup
Click −0.01 or +0.01 to adjust the total by 1c
Click outside the popup to close it
Status rules: Rounding adjustments can be made while the credit note is in Request for Credit
Once you click Credit Fulfilled, the credit note is finalised and can no longer be adjusted
Rounding Adjustment Line in Xero: Credit notes post to Xero immediately, and any rounding adjustment appears as an additional line on the Xero supplier credit note
🔢 Purchase order numbering when crediting
When a purchase order is credited, Auxo Workshop automatically appends an additional numeric suffix to the purchase order number.
This numbering:
Continues the existing sequence used by the original purchase order and any related back orders
Helps clearly show the relationship between the original order, back orders, and credits
Example:
PO76 2280– Original purchase orderPO76 2280-1– Back orderPO76 2280-3– Credit applied to the original order or one of its back orders
The suffix is applied automatically and cannot be edited.
Finalising the Return/Credit Note
Open the credit note in the Request for Credit state in the Purchase Orders list.
You still have an opportunity to alter the date of the credit note and add/edit the notes.
Click the Credit Fulfilled button to finalise the credit note.
If the Purchase Order was for Stock
The Quantity on Hand for the part(s) will be reduced.
The part(s) history will be updated to include a record of this return.
📝Note: If you are crediting a part on an order for a specific job that has not yet been invoiced, the part line item will be removed from the job. If the job has already been invoiced, it will not be removed from the job.