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Credit customers accurately, never beyond what was billed
For finance teams who want sales credit memos that respect what was invoiced and already credited, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
Two people credit the same invoice and give away too much
Crediting a customer means reading the posted invoice, working out what was already credited and making sure the new credit does not exceed what was billed. When two people credit the same invoice, more goes out than intended.
Without PopdockAI
- Open the posted invoice and its lines
- Search for credit memos already applied
- Work out what is left to credit by hand
- Credit more than was billed by mistake
With PopdockAI
- Posted and draft credit memos against the invoice are read
- No line is credited beyond invoiced minus already credited
- A fully credited invoice stops the process
- You preview it, then a draft with the reason is created
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create a draft sales credit memo against posted invoice `{invoice-number}` for `{what-to-credit}` (default every line in full), for the reason `{reason}`.
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Read the invoice**
Call `business-central-get-posted-sales-invoice` with invoice-number set to `{invoice-number}`. If nothing comes back, stop. Call `business-central-get-posted-sales-invoice-line` with invoice-number for its lines.
**Step 2: Check what is already credited**
Call `business-central-get-posted-sales-credit-memo` with sell-to-customer-number and keep those whose applies-to-document-number is this invoice. Call `business-central-get-posted-sales-credit-memo-line` for each to see which items and quantities were already credited. Call `business-central-get-sales-transaction` with sell-to-customer-number and document-type Credit Memo for drafts not posted yet. Never credit more than invoiced minus already credited on any line.
**Step 3: Work out the lines**
Map `{what-to-credit}` onto the invoice lines: whole lines, reduced quantities, or a price allowance. Use the invoice's unit-price for each line.
**Step 4: Preview and confirm**
Show the invoice, what was invoiced, what was already credited, and the proposed credit lines with the total. If a draft credit memo already exists for this invoice, say so and offer to amend it instead (with `business-central-update-sales-credit-memo-line`, using the line-number from `business-central-get-sales-transaction-line` as sequence). Ask for confirmation.
**Step 5: Create**
After confirmation call `business-central-create-sales-credit-memo` once with customer-number and bill-to-customer-number from the invoice, invoice-number `{invoice-number}`, and credit-memo-date today. Then call `business-central-create-sales-credit-memo-line` for each line with document-number, line-type, number-on-line, quantity, unit-price, and a description that includes `{reason}` on the first line.
**Step 6: Confirm the result**
Call `business-central-get-sales-transaction` and `business-central-get-sales-transaction-line` with the new document-number. Report the credit memo number and total, and that it must be posted in Business Central.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Call `business-central-create-sales-credit-memo` at most once. Use `business-central-update-sales-credit-memo` only to correct a draft's dates or references.
**Validation:**
* If the invoice has already been fully credited, say so and stop.Who it's for
One answer, three teams that use it
Billing specialists
Issue credits without the arithmetic
Name the invoice and what to credit and each line is capped automatically.
Credit 3 returned Camp Stoves on Business Central invoice INV-2087 for Fabrikam, reason damaged in transit.
Customer service leads
Resolve complaints with a correct credit
Raise a credit for a customer issue knowing it cannot exceed what they were invoiced.
Issue a credit memo against INV-1990 for Contoso for the 10 Wool Socks they never received.
AR managers
Avoid double credits across the team
Existing draft credit memos are found and offered for amendment instead of creating another.
Has anyone already credited invoice INV-2101 in Business Central? If not, credit 2 Trail Jackets.
How it works
What PopdockAI does when you ask
You name the posted invoice, what to credit and why, and your AI assistant checks prior credits in Business Central. Nothing is created until you confirm, and it stays a draft to post.
01
Ask
You name the posted invoice, what to credit and the reason.
02
Check
It reads the invoice and existing credit memos, capping each line.
03
Confirm
You preview the credit with totals and say yes.
04
Create
It creates the draft credit memo and reads it back.
The outcome
Accurate credits, never beyond what was billed
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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