There are two ways of raising a Credit Note:
- A Credit Note is raised when the referenced invoice has been issued via Tradeshift.
- A Negative Invoice is raised for referenced invoices that have not been issued via Tradeshift.
The following information is required for Credit Notes / Negative Invoices at Header Level:
| Field Name | Non Purchase Order Credit Note | Purchase Order Credit Note | Negative Invoice | Additional Explanation |
|---|---|---|---|---|
| Company Name and Address | X | X | X | - |
| Supplier Tax Number | X | X | X | Mandatory for Tax Registered Suppliers |
| FedEx Entity Name and Address | X | X | X | Do not change Entity on Credit Note flipped from an Invoice |
| FedEx Tax Number | X | X | X | Defaults from the FedEx Entity selected if applicable |
| Credit Note Date | X | X | X | The Date must be no more, or no less than 7 days from the current date |
| Credit Note Number | X | X | X | Maximum of 30 characters. Special characters or spaces are not allowed |
| Currency | X | X | X | - |
| Amount excluding Tax | X | X | X | System calculated |
| Tax Total | X | X | X | System calculated |
| Total Amount | X | X | X | System calculated |
| Invoice Number | Not Mandatory | X | X | For Credit Note, must match PO and FedEx Entity data available in Tradeshift, flipped from original Invoice |
| Person Reference | X | X | X | All Credit Notes must include a personal reference (a valid FedEx employee email address) |
The following information is required for Credit Notes / Negative Invoices at Line Level:
| Field Name | Non Purchase Order Credit Note | Purchase Order Credit Note | Negative Invoice | Additional Explanation |
|---|---|---|---|---|
| Purchase Order Number | Not Mandatory | X | X | For Credit Note, must match PO data available in Tradeshift |
| Purchase Order Line number | Not Mandatory | X | X | For Credit Note, must match PO data available in Tradeshift |
| Description | X | X | X | Should clearly describe the product or service provided. Maximum of 254 characters. |
| Quantity | X | X | X | - |
| Unit | X | X | X | - |
| Price per Unit | X | X | X | - |
| Tax | X | X | X | Select required tax percentage |
Additional Validation Rules:
- A Credit Note relating to Additional Charges (Such as Freight, Fixed Tax etc.) are allowed only at invoice header level, NOT on invoice line level.
- A Negative Invoice relating to Additional Charges (Such as Freight, Fixed Tax etc.) are allowed only at invoice line level, NOT on invoice header level.