Overview
Supplier Credit Notes in FieldInsight allow you to record unused purchased materials as credit against a supplier. This is useful when you order materials for a job, receive them, but later find that only part of the order was actually used.
The unused value can then be saved as supplier credit and applied to future purchase orders from the same supplier.
This workflow works whether transactional inventory is enabled or not.
When to Use a Supplier Credit Note
Use a Supplier Credit Note when:
You ordered materials for a job.
The materials were received from the supplier.
Only part of the ordered quantity was used.
You want to record the unused amount as credit with the supplier.
You want to apply that supplier credit to a future purchase order.
Step 1: Add Materials to a Job
Open the relevant job in FieldInsight.
Open the Time and Materials section.
Add the materials required for the job.
Example:
You may add a product such as Fire Sprinkler Heads with a quantity of 10.
Step 2: Create a Purchase Order from the Job
If you do not have the required stock available, you can create a Purchase Order directly from the job.
From the job, select the option to create a Purchase Order.
Choose the relevant supplier.
Enter a Purchase Order name.
Complete the relevant purchase order details, such as:
Delivery due date
Purchase order date
Purchase order template
The materials added to the job should automatically appear on the Purchase Order.
Save or send the Purchase Order to the supplier.
Step 3: Receive the Ordered Materials
Once the supplier has delivered the materials:
Open the Purchase Order.
Click Receive All.
Confirm that the received quantity has been updated.
Example:
If you ordered 10 units, the received quantity should update to 10.
Step 4: Enter the Unused Quantity
After completing the job, you may find that not all materials were used.
Example:
You ordered 10 units but only used 5.
To record the unused quantity:
Open the Purchase Order.
Enter the unused quantity in the Unused Quantity field.
Click Create Supplier Credit Note.
FieldInsight will create a new Supplier Credit Note document based on the unused quantity.
Step 5: Approve the Supplier Credit Note
After creating the Supplier Credit Note:
Open the Supplier Credit Note.
Review the details.
Click Approve.
Once approved, the credit amount is saved against the supplier record in FieldInsight.
Example:
If the unused amount is $6,600, including GST, this credit will be saved against the selected supplier.
This means FieldInsight now recognises that you have available credit with that supplier.
Step 6: Apply Supplier Credit to a Future Purchase Order
When you create another Purchase Order for the same supplier, you can apply the available credit.
Go to Purchases.
Create a new Purchase Order.
Select the same supplier.
Add the products or materials you want to order.
Enter the ordered quantity and pricing.
Save the Purchase Order.
Click Use Credit.
FieldInsight will show the available credit balance for that supplier.
Example:
You may see a message showing that the supplier has $6,600 available credit.
Step 7: Enter the Credit Amount to Use
When applying credit, enter the credit amount you want to use.
Important:
The amount entered should be excluding GST.
Example:
If the Purchase Order total is $247.50 including GST, enter $225 as the credit amount.
After clicking Use, FieldInsight will add a credit line item to the Purchase Order.
The line item may appear as:
Description | Purchase Amount |
Credit 1 | $225 |
This credit line will appear on the Purchase Order so the supplier can see the credit being applied.
Step 8: Use Remaining Supplier Credit Later
If there is still available credit remaining after applying part of it to a Purchase Order, you can continue using the remaining balance on future Purchase Orders for the same supplier.
Example:
If the original credit was $6,600 and you used $225, FieldInsight may show a remaining available credit balance of $6,375.
You can apply this remaining credit to future Purchase Orders as needed.
Important Note About Job Profit Reporting
Supplier Credit Notes currently do not communicate back to the Job Profit Report.
This means FieldInsight does not currently deduct the unused quantity or unused value from the Purchase Order cost in the Job Profit Report.
Because of this, it is recommended that your Job Profit Report is configured to use the products from the job as the job cost, rather than using the Purchase Order as the cost source.
This helps avoid overstating costs when unused purchased materials are later converted into supplier credit.
Recommended Job Profit Report Setup
For more accurate job costing, configure your Job Profit Report so that:
Costs are based on the products added to the job.
Costs are not based directly on the Purchase Order.
Unused quantities are managed separately through the Supplier Credit Note workflow.
Key Things to Remember
Supplier Credit Notes are used to record unused purchased materials as credit with a supplier.
The credit is saved against the supplier record.
The credit can be applied to future Purchase Orders from the same supplier.
When using credit, enter the amount excluding GST.
Supplier Credit Notes do not currently update the Job Profit Report.
For job profit reporting, it is best to use job products as the cost source rather than Purchase Orders.
Example Workflow Summary
Add required materials to a job.
Create a Purchase Order from the job.
Send the Purchase Order to the supplier.
Receive the materials.
Complete the job.
Enter the unused quantity.
Create a Supplier Credit Note.
Approve the Supplier Credit Note.
Create a future Purchase Order for the same supplier.
Click Use Credit.
Enter the credit amount excluding GST.
Apply the credit to the Purchase Order.