Procedure

1. Search for and open the Matter which contains the Invoice that needs a Credit Note.

Various methods can be used to find the Matter including My Work and Find Matter. In the example shown above the Find Matter function is used searching for the LPG No. of the Matter.

The Matter screen appears with the Engagement tab selected.

N1 - The Engagement Order must be at Status “WORK IN PROGRESS - OPEN”.

2. To view the invoice which needs a Credit Note, scroll down to the INVOICE(S) section of the screen and click the Invoice number (or, if visible, click the Action/Acquire button).

The Tax Invoice screen appears.
N3 - Take note of the Item ID, Unit Rates and Qty of the items that are affected by the Credit Note.
N4 - Take note of the Invoice #. This is referenced when creating the Credit Note.

The procedure that follows uses the example Invoice shown below. It is assumed the Provider overcharged $200 for Legal Fee Lump Sum and $150 for Male junior briefing fees.

3. Click the Back button. 

The display returns to the Matter screen.

4. Click the Action button (or Acquire button) on the Engagement.

The Order In Progress screen appears with the Items tab selected.

5. Scroll to the bottom of the screen and click the Submit Payment Claim button.

The Submit Payment Claim screen appears. The Items list shows the cumulative quantities from previous Invoices. In the example shown below, the Unit Rates and cumulative quantities of items from two previous invoices are listed (N5).

To add Credit Note items to the Payment Claim:

6. To add Credit Note items to the Claim do the following:

a. Scroll to the bottom of the Submit Payment Claim screen and select the number of blank lines you want to add to the items list.

A warning message is displayed indicating that added items should be approved by the Client.

b. Click the OK button.
The specified number of blank lines is added to the bottom of the Items list.

7. For each existing invoiced Item that needs to be credited do the following:

a. Take note of the Item ID of the Item that needs to be credited.

b. Click the Find icon (magnifying glass) on one of the blank lines.

The Find Item screen appears with all available items listed.
N8 - The LPG system has been set up with standard items for creating credit notes. These Items have the words “Credit Note” at the start of the item Description.

c. To find the Credit Note Items, enter “Credit Note” in the Description search field.

d. Click the Submit button.
The list of Credit Note items is displayed.

e. Click the item Id that corresponds to the Item that needs to be credited.
In the example shown above, the Provider needs to credit “Lump Sum Legal Fees”. The corresponding Credit Note item is “CFEE”.

The Find Item screen closes
N9 - The Credit Note Item is inserted into the blank line on the Submit Payment Claim screen.

f. Enter a negative amount in the Unit Rate.
This is amount to be applied to the original Invoice to reduce the total.

g. Enter 1.00 in the Claimed Qty.

h. If required, enter additional notes about the Credit Note item.

8. Repeat step 7 for each item that needs to credited.
In the example shown above the credit is for $200 of general legal fees plus $150 of Junior Male briefing fees. 

After following the steps above to itemize the Credit Note, do the following:

9. Scroll to the bottom of the Submit Payment Claim screen and enter the Docket Start Date (format dd/mm/yyyy) or click the Calendar tool to select the date.

10. By default today’s date is entered in the Docket End Date. If necessary change the date.
The Docket Start Date and Docket End Date specify the date range covered by the Credit Note and associated invoice.

11. Click the Submit Payment Claim button. 
A notification message appears indicating the total of the Credit Note and that the Engagement Order cannot be completed or further payment Claims submitted until this Claim is processed.

12. Click the OK button.
The Claim Submitted Successfully screen appears.

13. Click the Back to Worklist button.

The display returns to the Matter screen.
N1 – The Credit Note is automatically approved without Client interaction. For this reason the message “No payment claim record found” is displayed.
N2 – The Credit Note now appears in the Invoices list with Status NOT YET SUBMITTED.
N3 – The GST that needs to be deducted from the original invoice is automatically calculated. 
N4 – Until the Credit Note is submitted the percentage of total budget used (Budget %) is not updated.

To submit the Credit Note, do the following:

1. Click the Acquire button (or Action button) next to the Credit Note.
N1 - The Submit Invoice screen appears. The Invoice Items tab lists the Credit Note items.

2. Scroll to the bottom of the Submit invoice screen and enter the Invoice #.
Use the original Invoice number you are crediting against and append characters to indicate that it is a credit note. (For example – if this is a credit for Invoice number 10119000, type “10119000-CR”).

3. Enter an Invoice Message that describes the credit note you are submitting.

4. Click the Submit button.

The Submit Invoice (Upload Attachment) screen appears. Because this is credit note rather than a payment claim, no file needs to be uploaded.

5. Click the Back to Worklist button. 

The display returns to the Matter screen.
N2 – The Invoice # of the Credit Note is displayed and the Status is changed to AWAITING APPROVAL.
N3 - The summary is updated with the Credit Note factored into the total and percentage of the budget.

N4 - When the Client approves the Credit Note the status changes to APPROVED. The Action buttons (Action, Release, Acquire, Takeover) are no longer visible because there are no further actions to be taken on the Credit Note.
N5 - The Invoice number changes colour to blue indicating that it is now a link. Click the Invoice number to view the LPG-generated tax invoice.

N6 – The Invoice status then moves to PAYMENT IN PROGRESS.

N7 – Finally the Client marks the Credit Note as PAID AND CLOSED.