Credit and debit notes: correct an issued invoice
A credit note lowers what an invoice asks for — a return, a discount, a mistake — and a debit note raises it. Make one from its invoice, issue it, send it to the customer and apply it to the invoice.
An issued invoice is not deleted or rewritten: it is corrected with a note.
- A credit note lowers what the invoice asks for — goods returned, a discount, an error.
- A debit note raises it — a price increase, additional goods or services.
Making, issuing, applying and sending notes is for the CRM Admin role; an Editor sees them. The list is Invoicing → Credit & debit notes.
Make a note
- Open the invoice and click Credit note or Debit note.
- The form starts with the invoice's lines. Keep the ones the note is about and change the quantities or amounts — a return of 2 of 10 items is a credit note with 2.
- Reason — for a credit note Product Return, Invoice Error, Discount, Cancellation or Other; for a debit note Price Increase, Additional Goods or Services, Invoice Error or Other. Reason Description says it in words.
- The number is filled in automatically from the same series as your invoices.
- Click Create Credit Note or Create Debit Note.
The note is a draft. A credit note cannot take back more than the invoice asks for, with the notes already applied.
Issue, send, apply
On the note's page:
- Issue Credit Note (or Issue Debit Note) — finalises the note. An issued note cannot be edited.
- Send — e-mails the note to the invoice's customer, from your mailbox, with its PDF, in the same conversation as the invoice.
- Apply to Invoice — the note changes what the invoice asks for: the invoice shows Credit notes: or Debit notes: and the new Balance due. Until it is applied, a note does not change the balance.
Download PDF downloads the note. The note's PDF is in Bulgarian.
Cancel, refund, delete
- Cancel — a note issued by mistake. You can give a reason.
- Record Refund — a credit note you paid back to the customer: the method (Original Payment Method, Bank Transfer, Cash, Store Credit, Other), the date and a reference. The note must be applied first.
- Delete — only a draft note.
The list
Credit & debit notes has the tabs All, Credit notes and Debit notes, the counts by status and the search. A note is always made from its invoice: Go to invoices opens the list.
If something doesn't work
A proforma cannot be corrected with a credit or debit note. Convert it to an invoice first.
See Proforma invoices.
Only draft notes can be edited.
The note is issued. Cancel it and make a new one if it is wrong.
Issue the note before sending it.
Click Issue Credit Note or Issue Debit Note first.
Only issued credit notes can be applied
Issue the note, then apply it.
Credit note must be applied before recording refund
Apply the note to the invoice first.
You need to configure an email account before sending.
Connect your mailbox — see Your mailbox.
No e-mail address for invoice …
The invoice's customer has no e-mail address. Add it to the contact or the company.