Credit Notes for Vtiger 7 CRM

1.Introduction

What does CREDIT NOTE exactly mean?

A form or letter sent by a seller to a buyer, stating that a certain amount has been credited to the
buyer’s account. Also called credit memo.
A credit note is issued in various situations to correct a mistake, such as when:

  1. an invoice amount is overstated,
  2. correct discount rate is not applied,
  3. goods spoil within guaranty period,
  4. they do not meet the buyer’s specifications and are returned

Extension Credit Notes 4 You allows you to create Credit Note from Invoice. You can of course use positive as well as negative prices in this module.

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2.How to install Credit Notes

Please provide following steps in order to install Credit Notes 4 You

It is highly recommended to finish the installation without any interruption. For successful installation we need to exchange information (see license for details).
  1. Install the .zip (package) file of the Credit Notes 4 You module via Setting -> CRM Settings -> Module Management -> Modules. Click on the Import Module from Zip.
    Installation step 1 -Credit Notes 4 You Vtiger 7

    Installation step 1 -Credit Notes 4 You Vtiger 7

  2. Select the .zip (package) file that you downloaded from our shop. Please check that you accepted the disclaimer and would like to proceed. Click on the [Import] button.
    Installation step 2 - Credit Notes 4 You Vtiger 7

    Installation step 2 – Credit Notes 4 You Vtiger 7

    Note: If you have after this step error message: Sorry! Attempt to access restricted file. Please check if folder test/vlib has correct write permission for browser (apache, www-data).

  3. Verify the import details parsed from the .zip (package) file. Please check that you accepted the license agreement and click [Import Now] to proceed or [Cancel] to cancel.
    Installation step 3 - Credit Notes 4 You Vtiger 7

    Installation step 3 – Credit Notes 4 You Vtiger 7

  4. Credit Notes 4 You was imported
    Installation step 4 - Credit Notes 4 You Vtiger 7

    Installation step 4 – Credit Notes 4 You Vtiger 7

In order to finish installation, please provide following validation steps.

  1. Reports 4 You Validation Step. Please check your Company information and insert license key. Make sure that your server has Internet access. Click on button [Validate]. If you want to change your Company information, click on button [Change Company Information].
    Validation - Credit Notes 4 You Vtiger 7

    Validation – Credit Notes 4 You Vtiger 7

  2. If Credit Notes 4 You is installed successfully you will see following screen. Click on [Finish].
    Validation - Credit Notes 4 You Vtiger 7

    Validation – Credit Notes 4 You Vtiger 7

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3.How to update Credit Notes 4 You

The upgrade of the Credit Notes 4 You is initiated in the same way as Credit Notes 4 You installation or click on Upgrade link in Customize tab of Credit Notes 4 You.

Upgrade - Credit Notes 4 You Vtiger 7

Upgrade – Credit Notes 4 You Vtiger 7

So please refer to above installation part for details how to initiate the import of the module from the file. As can be seen on following picture you will be notified that the Credit Notes 4 You module already exists. The upgrade will start immediately when you click on the button.

Upgrade - Credit Notes 4 You Vtiger 7

Upgrade – Credit Notes 4 You Vtiger 7

After upgrade the notification about successful upgrade is shown.

Upgrade - Credit Notes 4 You Vtiger 7

Upgrade – Credit Notes 4 You Vtiger 7

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4.How to Create Credit Note

4.1.Create Credit Note from Invoice

The mostly way to create Credit Note, is generate Credit Notes from existing Invoice. To create Credit Note from Invoice you have to provide following steps:

  1. Go to Invoice ListView and choose an Invoice
    Create Credit Note from Invoice - Credit Notes 4 You Vtiger 7

    Create Credit Note from Invoice – Credit Notes 4 You Vtiger 7

  2. Click on button
    Create Credit Note from Invoice - Credit Notes 4 You Vtiger 7

    Create Credit Note from Invoice – Credit Notes 4 You Vtiger 7

  3. In appeared window please specify Credit Note details according to your needs and click on button
    Create Credit Note from Invoice - Credit Notes 4 You Vtiger 7

    Create Credit Note from Invoice – Credit Notes 4 You Vtiger 7

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4.2.Create new Credit Note

Alternately, you can create new Credit Note by using button. To create Credit Note of Credit Notes please provide following steps:

  1. Click on button
    Create Credit Note - Credit Notes 4 You Vtiger 7

    Create Credit Note – Credit Notes 4 You Vtiger 7

  2. In appeared window please specify credit note details according to your needs
    Create Credit Note - Credit Notes 4 You Vtiger 7

    Create Credit Note – Credit Notes 4 You Vtiger 7

  3. Click on button
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5.Work area

Work area of Credit Notes 4 You consists of:

  1. ListView – used for common tasks like add new, edit and delete Credit Note, import and export credit notes and access to others tools
  2. DetailView – shows already created Credit Notes in details
  3. EditView – allows the preparation of the new report or editing existing reports
  4. References – show references to another Modules
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5.1.ListView

The common tasks like add/delete Credit Note, import/export Credit Note or start editing have to be initiated via Credit Notes 4 You ListView. Go to All → SALES → Credit Notes and Credit Notes 4 You ListView will appear on your screen.

ListView - Credit Notes 4 You Vtiger 7

ListView – Credit Notes 4 You Vtiger 7

The main part of the Credit Note 4 You ListView consists of list of the Credit Note, which gives you information about a Credit Note name, a reference, an amount and related dates. As shown in the picture, above the list of the payments you can find following:

  1. – contains actions for Vtiger related tools like Follow, Tags, export, finding duplicates and access to others tools
  2.  – are used to edit, delete and comment
  3. – is used to add new Create Note
  4.  – is used to import records
  5. – Vtiger related tools, License settings, Upgrade and Uninstall
  6. List of created Credit Notes
  7. – Detail, Delete and Edit option
  8. – searching options
  9. – navigation bar
  10. Lists part – to apply filter on records
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5.2.DetailView

From ListView you can directly open any Credit Note in the DetailView. The DetailView consists of:

  • Credit Note details part
  • Group of action buttons
    • – add New Credit Note
    • – import records
    • – vtiger related tools, License, Integration, Upgrade and Uninstall of Credit Notes 4 You
    • – follow button
    • – switch to EditView and start editing
    • – allows to delete, duplicate Credit Note and add Payment to Credit Note (Cashflow – Additional features)
    • – navigation buttons (previous/next Credit Note)
  • References part – most important is reference to Documents, Updates and Cashflows (Additional features)
  • PDF Maker area – allows to create PDF file (Additional features)
  • EMAIL Maker area – allows to send email via EMAIL Maker(Additional features)
DetailView - Credit Notes 4 You Vtiger 7

DetailView – Credit Notes 4 You Vtiger 7

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5.3.EditView

The EditView shown in the picture below allows the preparation of the new Credit Note or editing existing Credit Note. The EditView is divided into five parts:

  • Credit Note Information – main part
  • Address – Billing Address and Shipping Address
  • Terms and Conditions
  • Description Details – can be used to more detailed description or important notes
  • Item Details – Product Block
EditView - Credit Notes 4 You Vtiger 7

EditView – Credit Notes 4 You Vtiger 7

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5.4.Reference

Every Credit Note, you have created and is assigned to Invoice, you can find in DetailView of Invoice. Go to Invoice module, choose your Invoice and click on .

Credit Note related to Invoice - Credit Notes 4 You Vtiger 7

Credit Note related to Invoice – Credit Notes 4 You Vtiger 7

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6.Additional features

6.1.Support of PDF Maker

The PDF Maker is extension tool designed by ITS4You for vtiger CRM. It is powerful and flexible tool which allows users of vtiger CRM to create own PDF templates.

Please note that this will work only with PDF Maker Professional.

Before creating PDF file you need to create template of PDF Maker. To create template please check manual for PDF Maker: www.it-solutions4you.com/manuals/vtiger7/pdfmaker

You are able to export PDF from DetailView/ListView of Credit Note.

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6.2.Support of EMAIL Maker

The EMAIL Maker is extension tool designed for the Vtiger CRM. Using EMAIL Maker you can create email templates with predefined information and send them from all the modules. There are available all the fields from source and related modules, the fields related to recipients, the company information and many more. The intention was to provide powerful and flexible tool which allows users of Vtiger CRM to create own email templates. Using the email templates you can send emails from DetailView as well as mass emails from ListView and finally save lot of your time.

For more info please visit: www.it-solutions4you.com/email-maker-extension-vtiger-crm/

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6.3.Support of Cashflow

The Cashflow module is designed for Vtiger CRM 7 Open Source. The Cashflow module helps you to register your incoming or outgoing payments and associate that payment with other entities in the vtiger CRM Open Source. The extension allows you to track incoming payments that we will receive from customers or will have to make in the future. So it is easy to create a Report or Custom view on payments forecast for incoming or outgoing payment made by our company. It enables you to define payments for some categories like (goods, services, …).

For more info please visit: http://www.it-solutions4you.com/cashflow-payment-extension-vtiger-crm/

Please use Cashflow version 700.1.3 and higher.
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7.Settings

Settings part you can find in ListView and DetailView of Credit Notes module.

Settings - Credit Notes 4 You Vtiger 7

Settings – Credit Notes 4 You Vtiger 7

Credit Notes Fields & Layout, Credit Notes Numbering, Credit Notes Workflow and Picklists Values are standard Vtiger setting options so these options are not included in this manual.
You can find more on official Vtiger page: https://www.vtiger.com/docs

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7.1.License Settings

To open License settings part please click on License settings link.

License Settings - Credit Notes 4 You Vtiger 7

License Settings – Credit Notes 4 You Vtiger 7

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7.1.1.Deactivate license

If you want to deactivate your license, please provide following steps:

  1. Click on button
    Deactivate license - Credit Notes 4 You Vtiger 7

    Deactivate license – Credit Notes 4 You Vtiger 7

  2. Confirm deactivation using button
    Deactivate license - Credit Notes 4 You Vtiger 7

    Deactivate license – Credit Notes 4 You Vtiger 7

After deactivation of license, Credit Notes doesn’t work at all and Credit Notes work area is not accessible either.

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7.1.2.Reactivate license

In case that some problem occurs with license key (moving, copying, migrating, changing Company info) you need to reactivate your license key.

To reactivate license key please provide following steps:

  1. Click on
    Rectivate license - Credit Notes 4 You Vtiger 7

    Rectivate license – Credit Notes 4 You Vtiger 7

  2. Confirm with
    Rectivate license - Credit Notes 4 You Vtiger 7

    Rectivate license – Credit Notes 4 You Vtiger 7

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7.2.Upgrade/Update

The upgrade of the Credit Notes 4 You is initiated in the same way as Credit Notes 4 You installation or click on Upgrade link in Customize tab of Credit Notes 4 You.

Upgrade - Credit Notes 4 You Vtiger 7

Upgrade – Credit Notes 4 You Vtiger 7

So please refer to above installation part for details how to initiate the import of the module from the file. As can be seen on following picture you will be notified that the Credit Notes 4 You module already exists. The upgrade will start immediately when you click on the button.

Upgrade - Credit Notes 4 You Vtiger 7

Upgrade – Credit Notes 4 You Vtiger 7

After upgrade the notification about successful upgrade is shown.

Upgrade - Credit Notes 4 You Vtiger 7

Upgrade – Credit Notes 4 You Vtiger 7

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7.3.Uninstall

There is also available option to remove Credit Notes from your Vtiger. To uninstall please provide following steps:

  • Go to the ListView of Credit Notes and in Customize choose option Uninstall
    Uninstall - Credit Notes 4 You Vtiger 7

    Uninstall – Credit Notes 4 You Vtiger 7

  • Click on button
    Uninstall - Credit Notes 4 You Vtiger 7

    Uninstall – Credit Notes 4 You Vtiger 7

  • Confirm uninstall with button
    Uninstall - Credit Notes 4 You Vtiger 7

    Uninstall – Credit Notes 4 You Vtiger 7

Now, Credit Notes has been removed from your Vtiger and your license has been deactivated. To use Credit Notes again, you need to provide installation and validation steps (see chapter 2. How to install Credit Notes).

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8.Change log

8.1.Credit Notes 4 You

  • June 2018 – Credit Notes 700.1.0
    • compatibility with Vtiger 7
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8.2.Manual for Credit Notes 4 You

  • June 2018: manual based on Credit Notes 700.1.0
    • first initiate for Vtiger 7.x
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Credit Notes for Vtiger 7 CRM - IT-Solutions4You