How to generate credit notes

If a situation arises where credit should be provided to a billing party, a credit note can be generated, either based on a particular invoice or as a standalone/ad hoc credit note.

This article covers the steps necessary to raise a credit note from an invoice, or as an ad hoc credit note.

Raising a credit note from an invoice

The most common way to raise a credit note is from the invoice to be credited. To do this, follow the steps below:

• Select to view the appropriate invoice, either from the Billing tab for the related service user, or by searching and selecting within Invoices, from the main menu.
• Select more actions (three dots) in the top right of the screen, then the Add a credit note option.

The page will change to a format similar to when adding an ad hoc invoice, with the invoice forming the basis of the new credit note.

• Amend any element/figure as required, and then select the Approve button to create the credit note.

Raising an ad hoc credit note

A credit note can also be created from scratch by following these steps:

• From the main navigation select Service users, then select the appropriate service user.
• Select the Billing tab from the top of the page.
• Select the New action from the top of the page, then New credit note.

The New credit note page is similar to when adding an ad hoc invoice.

• Select the To field to set the credit note recipient.
  • Optionally, a Reference can be added for the credit note.
  • The Credit note no. and Issue date are completed automatically but can also be updated if necessary.
• Enter one or more line items with a Description, the Account to be credited, Price, Qty and Tax rate.
• When all details have been added, you may Save as draft (for later approval) or Approve the credit note.

Updating or approving a draft credit note

If a credit note has been saved as a draft, it can be reviewed and updated or approved:

• Either return to the Billing tab for the service user, or select Invoices from the main navigation menu then the Draft tab at the top of the page.
• Select the credit note to view it, from where you can choose to Update if needed.
• Select Approved if all is correct.