Credit Notes (Credit Memo)
Credit notes allow you to create corrective accounting documents directly in the e-shop administration. This feature is useful if you need to create a credit note for an existing invoice or part of it.
Managing Credit Notes
Credit notes are managed in a dedicated section in Orders > Credit notes. On this page, you can view existing credit notes, print and edit them, or create new ones.
You can search through the list using the Find credit note field or the Advanced search option.
Draft credit notes have a faded icon and the text creating.
Completed credit notes have a dark icon and a credit note number.
By clicking the arrow next to the credit note icon, you can locate the invoice associated with the credit note.
Credit notes cannot be deleted if there is an invoice in the system linked to the credit note. Credit notes for existing invoices can only be canceled by clicking the cross icon in the list. A canceled credit note includes the text "This document has been canceled" in the printed version. Credit notes cannot be imported into the accounting system.
Credit notes can only be deleted if:
- it is a draft credit note,
- the original invoice has been removed.
Credit notes in the list can be sent to the customer's email by clicking the envelope icon. To print, use the printer icon in the credit note list.
Creating a credit note
Credit notes are created exclusively from invoices. It is not possible to create a credit note for an order or a proforma invoice.
Credit notes are created in the administration under Orders > Credit notes by clicking Add credit note.
After clicking Add credit note, a window will appear with a list of invoices for which a credit note can be created. Recently opened invoices in the administration are displayed by default. You can search invoices using the number, name, or other details. The list of found invoices shows the number, name, invoice value, and the amount still eligible for a credit note.
Once selected, the Add credit note window opens, consisting of the following sections:
Content
In the Content tab, you can adjust what will be credited from the invoice. The following fields are available:
- Reason (mandatory) - the reason for creating the credit note.
- Internal Note - displayed in the administration and the credit note overview.
- Items to Refund.
In the item list, you can select items to credit. Items already credited in another credit note are crossed out and cannot be selected. After selecting an item for crediting by ticking the checkbox in the item's row, the number of units on the invoice will appear. You can adjust the number of returned units by clicking the number in the Quantity column.
To credit all products from the invoice, click All Remaining Items.
To credit all related elements (delivery method, payment method, custom charges), click All Elements.
Refund Details
Refund Method - determines how the amount will be refunded. When selecting Bank Transfer, additional fields appear for entering bank account details.
Dates
In the Dates tab, you can set the Issue date and Due date. These dates will appear in the generated PDF document.
Numbering and Templates for Credit Notes
Credit notes have their own numbering series. The numbering can be adjusted in Settings > Company Details by clicking the invoicing branch under the Numbering tab. The same settings apply as for numbering orders and invoices.
Templates for credit notes can be edited in Settings > Texts and Templates > Predefined Templates. Two templates are associated with credit notes:
- Credit Note - a standalone template for generating the credit note PDF document.
- Email with Credit Note - the body of the email sent when a credit note is emailed to the customer.
Credit notes cannot be imported into the accounting system.