Allocate a Credit Note to an Invoice

Steps to allocate a Credit Note to an Invoice:

1 Find and view the Invoice
2 Allocate your Credit Note
3 FAQs

Related Help Guide Pages

Learn how to allocate a Credit Note to an Invoice

When a customer has an unpaid Invoice and an active, unused Credit Note, you can allocate the Credit Note to the Invoice. This automatically applies the available credit to reduce (and potentially remove) the amount owed on the Invoice!

Using Credit Notes efficiently not only streamlines the payment process for your customer but also helps your business minimise outstanding balances, as both the Invoice is paid and the Credit Note is utilised.

Follow this page to learn the steps for allocating a Credit Note to an Invoice.

Find and view the Invoice

This step will run through the process of identifying the correct Invoice to assign the Credit Note to

Open the ‘Invoices’ DataGrid from your main navigation menu on the left, from within the ‘Finance’ folder
Find the Invoice you would like to apply the Credit Note to, by applying filters and/or searching the DataGrid
Make sure that the Invoice Reference and Invoice ID are included in searches made from your DataGrid search bar
Click on the arrow button attached to the right of the DataGrid Search to change which columns are referenced when you search
Once you have found the Invoice in the Invoices DataGrid, right-click on it to view the context menu options for this Invoice

Click on the ‘View’ context menu option

This will take you to a view of the Invoice
Confirm the contents to ensure you are looking at the right Invoice

Allocate your Credit Note

This step will show you how to assign the Credit Note to the Invoice

Return to the Invoices DataGrid by clicking on the 'Invoices' breadcrumb link at the top of the page
Right-click the Invoice and select ‘Make Payment’ from the context menu
This will open the ‘Invoices Payer’ window
Find the customer’s active Credit Note and check it’s box to assign it to the Invoice, you do not need to confirm the assignment of the Credit Note - checking the box is enough
Do not click 'Make Payment'
Close the ‘Invoices Payer' window
The Credit Note should now have a status of ‘Completed’, and a Credit Note Transaction should have been recorded against the Invoice

FAQs

Why is the Credit Note is not listed in the Invoices Payer window?

There are three areas to check:

Make sure that the Credit Note and the Invoice are both linked to the customer
Make sure that the Credit Note has a status of ‘Outstanding’ or ‘Part Completed’
Make sure that Credit Note is enabled as a payment method in your Account Finance Options page (this is a Super-Admin access page only)

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