How to Set Up Credit Note Forms

Overview

Set up how the PDF layout of your credit note forms appear when you apply a credit to a customer invoice and email a confirmation to the customer from Simpro Premium.

You can also customise the default email subject and body that appears every time you email a credit note.

Learn more in How to Raise a Customer Credit Note.

Set up PDF display options for credit notes

To set up the layout of how your credit note forms appear when you print them or email them to a customer, go to System > Setup > Forms Setup > Credit Note > PDF Templates > Display Options. Select the Enable PDF templates check box and adjust the following options as required:

Form Title	Enter the title you wish to have appear at the top of the form. You may wish to use the default title, 'CREDIT ADJUSTMENT NOTE'.
Header Fields	Under Show Primary Contact, select On to address the form to both the customer and the primary customer contact as defined when creating the relevant job. Select Off to only address the form the customer. Under Grey Area Height, enter the height of the grey area containing the header fields in the top right of the form. Enter '0' mm to display the header fields on a white background if required. Select the fields you wish to display at the top of the form from the Fields Assigned drop-down list, then click Add Fields. You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the icon.
Footnote	Enter the Footnote Font Size to adjust the size of the footnote text. You can also enter and format the Footnote text to appear at the bottom of the form.
Terms and Conditions (PDF)	Click Browse / Choose File to upload a PDF of terms and conditions to attach to the end of the form. Please note compressed PDFs do not upload. You can then select to append the PDF to the form automatically when Printing and / or Emailing the form. Select Attaching to append the PDF to the form automatically when you click Attach in the Forms tab when printing or emailing the form.

When you have finished adjusting settings, click Save.

Learn how to manage Form Builder templates in How to Use Form Builder Templates

Set up the email template for credit notes

To set up the email template to appear when you email a credit note in Simpro Premium:

Go to System > Setup > Forms Setup > Credit Note > Email Set Up.
Under Use Default Settings:
- Clear the check box to Customise credit note email settings.
- Select the check box to use settings defined in System > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
- Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
- Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
- Under Include Form with Email, select On to include forms in emails by default. If your business more commonly sends emails without forms attached, select Off.
To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
- For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System > Setup > Company.
When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.

Customise credit note email settings

When you clear the Use Default Settings check box, you can customise your credit note email settings with the following options:

Request Read Receipt	Select On to automatically request that the email recipient confirm their receipt of your email.
Send CC of Email to Current User	Select On to CC the logged-in Simpro Premium user sending the email. This sends the email to the primary email address entered in the user’s employee card file. The secondary email address is not used.
From Name	Enter the sender name to appear to the recipient of the email when sent from any Simpro Premium user. If left blank, the email uses the logged-in Simpro Premium user’s name as it appears in their employee card file.
From Address	Enter the sender’s email address to display to the recipient of the email when sent from any Simpro Premium user. The email address used in this field is that which the recipient can reply to. If left blank, the email sends from the logged-in Simpro Premium user’s primary email address located in their employee card file.
CC to (email addresses separated by commas)	Enter the email addresses, separated by commas, that you wish to receive all forms of this type emailed from Simpro Premium. This is the default CC. You can also select additional CC in a job in the Forms tab.

When you have finished adjusting settings, click Save.