05. Credit notes to Simpro

How to upload credit notes to EzzyBills?

Upload a credit note to EzzyBills in the same way that you upload a bill. EzzyBills will automatically detect whether it is a bill or a credit note.

After uploading, the credit note will be processed, linked to an existing “receipt” in Simpro. The linkage is required by Simpro.

How to view a credit note by EzzyBills in Simpro?

To find the credit note that EzzyBills has created in your Simpro,

• login to EzzyBills, click the “SIMPRO” link on the document. This link will open up the credit note in Simpro if you have already logged in.
• Alternatively, login to Simpro, open the matching receipt in Simpro and then click “Credits” tab (screenshots below).

A sample credit note is shown below.

How EzzyBills Find the Matching Receipt in Simpro?

When you upload a credit note, EzzyBills will need to find a matching receipt in Simpro. The steps below are followed:

1. Checks for a PO Number:
   • If the matching PO is not found or in the wrong status, it shows “Check PO failed. Purchase order: xxxxx does not exist…”
   • If a matching PO is found, EzzyBills will examine all receipts on this PO.
2. Matches Receipts in Simpro:
   • Single Receipt: If there is one receipt and the invoice number and item code match, the credit note is applied to this receipt.
   • Multiple Receipts: If multiple receipts exist on the PO, EzzyBills matches the items first. If item matching find multiple receipts, we will use the original invoice number on the credit note.

Note: The original invoice number extracted from the credit note is saved in the “Form Data” in EzzyBills under the field “CreditNoteInvoiceNumber” (Screenshot).

Trouble shooting

In Simpro,  make sure the conditions below are met. Otherwise, the credit note exporting to Simpro will fail with a Simpro error.

• the matching receipt needs to be already in Simpro.
•  Also, on the matching receipt, “Item Received” needs to be ticked.