Connectors

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Microsoft Dynamics 365 Business Central

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Issue a Dynamics 365 Business Central sales credit memo
Write

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.

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Issue a Dynamics 365 Business Central sales credit memo
Issue a credit memo in Business Central against invoice INV-1042 for 5 damaged Trail Jackets.
INV-1042 for Contoso billed 30 Trail Jackets; 2 were already credited. - Credit: 5 Trail Jackets at 129.00, total 645.00 - Limit: up to 28 can still be credited - Reason: damaged in transit Shall I create the draft credit memo?
Microsoft Dynamics 365 Business Central
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On this page

The problem

The problem

The prompt

Who it's for

How it works

Connector

Microsoft Dynamics 365 Business Central

Microsoft Dynamics 365 Business Central
Run it on your own Microsoft Dynamics 365 Business Central data.

Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.

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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.

Prompt
**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.

Your AI tool

02

Check

It reads the invoice and existing credit memos, capping each line.

No items found.

03

Confirm

You preview the credit with totals and say yes.

No items found.

04

Create

It creates the draft credit memo and reads it back.

Your AI tool

The outcome

Accurate credits, never beyond what was billed

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Related use cases

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