FFA

A credit note is a document issued by the freight forwarder to their clients, this is normally used in commercial transactions. It is a formal acknowledgement that the freight forwarder owes their client. This may occur due to below reason:

1. Overpayment: If the client has paid more than the invoice amount or if there was an overcharge.
2. Discounts: Adjustments made for discounts or promotions not which was not correctly applied initially.

There are cases where payment has already been made, in such events, the freight forwarder shall be able to send a ‘Refund Request’ to the accounting department indicating the amount which needs to be refunded to the Importer / Exporter or Freight forwarder.

Acceptance Criteria:

1.      The Freight forwarder should be able to issue a credit note based on the invoice which was previously issued.

2.      The user should be able to download the credit note.

3.      The user should be able to send the credit note via the system to the client.

4.      The system should be able to generate and send a ‘Refund Request’ to the accounting department in the case that payment was already made via the system.

5.      Retrieve list of credit note.

6.      Pagination.

7.      Approval process of a credit note (Not in MVP)

8.      Filter by:

(a)   A Range date.

(b)   Client

(c)   Credit note reference.

(d)   Invoice reference.

Description:

1.      When accessing the ‘Credit note’ Menu, a list of credit note (previously issued) should be displayed.

Criteria based on selected Actions:

(a)   The ‘Download Credit Note’ should be available for all the credit note which has been issued.

(b)   When opting for the ‘Send Credit note’ option, a pop-up should be displayed indicating send ‘email to’ and ‘email cc’ for all credit note which has been issued.

(c)   The ‘Refund Request’ option should be available only if a payment has been made and shall contain be ‘email to’ and ‘email cc’.

2.      Display a ‘Create Credit note’ button.

3.      When clicking on the ‘Create credit note’ button, display the list of invoices which has been issued. The user should also have a filtering option to search for their respective invoice or by a range date.

Information to be provided in the list upon clicking on the ‘Create credit note’ button.

(a)   File Reference.

(b)   Invoice reference.

(c)   Invoice date.

(d)   Invoice currency

(e)   Master BL number.

(f)     House BL number.

(g)    Client name.

(h)   Total Vat exclusive.

(i)      Vat Amount.

(j)      Total Vat Inclusive.

(k)    Amount Paid.

(l)      Display a ‘select’ button.

When ‘selecting’ the invoice, display the fields below:

(a)   Display Invoice Reference.

(b)   Credit note reference – to be generated by the system.

(c)   Display Invoice amount.

(d)   Display credit note amount – It should be same as the invoice amount and should be non-modifiable for the moment since we are catering only for full credit note.

(e)   Reason box.

(f)     Cancel button

(g)    Save button.