This is a temporary holding page for my QWcrm notes.

General Finance notes from J

• A paid invoice or expense is paid/closed/zero balanced, it stays closed. Once this transaction is done, it is done.

Vouchers

• MPV (Multi Purpose Voucher) = Gift Card
• SPV (Single Purpose Voucher) = Phone Card

Payment System

• Payment.php
• PaymentTypeCreditnote.php
  • Payment Types controls the specific logic for the target of the payment eg: Creditnote, Expense, Invoice, Otherincome
• PaymentMethodCreditnote.php
  • Payment Methods control the specific logic for the source of the payment eg: Cash, Cheques, Credit Notes, Other Incomes.....
  • These will appear as available payment menthos on the payment page, filtered when required i.e. a creditnote cannot be used to pay for a credit note, same for Vouchers (giftcards/SPV/MPV)

Credit Notes

• What are they for
  • General
    • Add a credit note to reduce the amount you owe your supplier, or record a refund received from a supplier.
    • There are a few types of credit note and are based on payment direction.
    • These can be used like cash payments but are not included in financial calculations for the purpose of turnover, profit or tax.
    • Once an invoice or expense has been closed, and this also applies when closed with a credit note, it stays closed, this transaction is complete. Future refunds and credits can reference an invoice or expense but not change those transactions.
    • A credit note is issued or received referenced to an expense or invoice it doe snot alter it. The credit will sit on a client or supplier to be used on a later
    • When a sales credit note is issued
    • A credit note can be used to clear a balance on a partial or zero paid invoice or expense without using real money.
    • A credit note in QWcrm allows you to split it between real payments (refunds) and credit that can be used on other things you sell.
  • Types (What are they for specifically)
    • Sales Credit Note (Client)
      • Store credit for a client, no attached invoice, a gesture of goodwill etc..
    • Sales Credit Note (Invoice)
      • Can use these to zero out a client invoice that is unpaid or zero paid without using a real payment.
    • Purchase Credit Note (Supplier)
      • A supplier sends you this to give you store credit and will NOT be attached/referenced to an invoice.
      • These will be an uncommon thing but still exist.
      • This can be applied to a future expense from this supplier.
    • Purchase Credit Note (Expense)
      • A supplier sends you this to give you store credit and will be attached/referenced to an invoice.
      • This can be applied to a future expense from this supplier.
• Button Locations
  • client:details
    • Sales Credit Note (Client)
      • No restrictions
      • Controlled by creditnote::checkRecordCanBeCreated()
      • Used to refund real money to a client without an invoice, or they can use the credit to purchase other items
  • invoice:details
    • Sales Credit Note (Invoice)
      • Must have an invoice_id and have == 0 balance
      • Controlled by creditnote::checkRecordCanBeCreated()
      • Used to close invoices with outstanding balances without accepting or sending real money
  • supplier:details
    • Purchase Credit Note (Supplier)
      • No restrictions
      • Controlled by creditnote::checkRecordCanBeCreated()
      • Used to reduce the amount you owe your supplier, or record a refund received from a supplier.
      • The refund can be in the form of credit with the supplier (via their credit note system) or a real payment such as cash or bank transfer.
  • expense:details
    • Purchase Credit Note (Expense)
      • Must have an expense_id and have == 0 balance
      • Controlled by creditnote::checkRecordCanBeCreated()
      • Used to reduce the amount you owe on an expense, or record a refund received from a supplier against an expense.
      • The refund can be in the form of credit with the supplier (via their credit note system) or a real payment such as cash or bank transfer.
  • creditnote:details
    • Record Refund / Refund to Client
      • assign a real payment to the client ? or supplier
      • {if ($creditnote_details.status == 'unused' || $creditnote_details.status == 'partially_used') && $creditnote_details.client_id}
      • This allows you to record sending real money to a client or supplier.
    • Apply Credit Note to Invoice
      • Use the credit note as payment on an invoice 
      • {if $creditnote_details.status == 'unused' && $creditnote_details.invoice_id}
      • This allows you to easily use the credit note as a payment against the invoice specified on the credit note.
        • This is the same as: the Invoice --> Apply Payment --> Select Credit Note and fill in the CR details.
    • Apply Credit Note to Expense
      • Use the credit note as payment on an expense 
      • {if $creditnote_details.status == 'unused' && $creditnote_details.expense_id}
      • This allows you to easily use the credit note as a payment against the expense specified on the credit note.
        • This is the same as: the Expense --> Apply Payment --> Select Credit Note and fill in the CR details.
• Creditnote::checkRecordCanBeCreated()
  • This functions checks if this type of credit note is allowed, it is not currently checking if the credit note will be applied successfully.
  • Different Credit notes process types (do I need a standalone version)
    • Sales Credit Note (Standalone) - (client:details)
      • Used to refund real money to a client without an invoice, or they can use the credit to purchase other items
    • Sales Credit Note - (invoice:details)
      • Used to close invoices with outstanding balances without accepting or sending real money
    • Purchase Credit Note (Standalone) - (supplier:details)
      • Used to refund real money to a supplier without an expense, or they can use the credit to purchase other items
      • Used to record a refund from a supplier without a related expense.
      • The refund can be in the form of credit with the supplier (via their credit note system) or a real payment such as cash or bank transfer.
    • Purchase Credit Note - (expense:details)
      • Used to record a refund from a supplier with a related expense (eg: parts and services).
      • The refund can be in the form of credit with the supplier (via their credit note system) or a real payment such as cash or bank transfer.
• Payment::getCreditnoteActionTypes()
  • Gets the different CR types from the DB
    • sales_apply => Sales Apply
    • sales_refund => Sales Refund
    • purchase_apply => Purchase Apply
    • purchase_refund => Purchase Refund
• Links (might need sorting)
  • Add a supplier credit note | Xero Central
    • Add a credit note to reduce the amount you owe your supplier, or record a refund received from a supplier.
  • How do you allocate a payment to a credit note? | Xero Central
    • Create a Sales credit note in Xero for the refund amount, and then allocate the credit against one of the invoices. Then the total they paid will match your total invoices.

How To (in QWcrm)

• Invoice partially paid (dead guy scenario)
• Invoice fully paid - refund
• Invoice partially paid - refund
• Expense fully paid - refund
• Expense partially paid - refund
• Store Credit - Using credit notes not giftcard.

Credit note Q and A from J

• Close with a sales invoice, then raise a standalone creditnote for a refund? or are they tied in some how?
• Do i need a credit note system for expenses?
  • = Yes, otherwise how would i record refunds
  • When you get a refund from a supplier you can add it as a cash payment, you do not have to use the credit note system but this will lack full tracking and is only for small transactions such as `Petty Cash` transactions.
• Do i need a credit note system for otherincomes? if I dont get the money, there is no other income?
  • = No, you would only enter this when you get the money, not before.
• How to handle an expense with part payment?
  • Post as cash received, i.e. cash ??
• How to refund a part paid expense
  1. zero the balance with a CR (using non-standalone via expense:details)
  2. refund the real payments by the client via another credit note
• Dead guy scenario - has only paid half of his bill but is now dead, how do i write off his balance
  • = `Sales Credit Note` to zero the balance on the invoice. No real money will be used but I can close the invoice and it no longer annoy me.
• Credit note = Credit towards a cost
• Credit note must be attached to a purchase invoice or sales invoice
• A debit note can be used to add a payments.
  • I am not sure what these are, or if needed.