Credit Notes Overview

Learn about Credit Notes

1 About Credit Notes
2 Benefits
3 Key Terms and Glossary
4 Credit Note Generation
5 Credit Note Statuses
6 Creation Source
7 Where to find Credit Notes
8 Credit Note Management
9 FAQ’s

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About Credit Notes

Credit Notes in accessplanit serve as a payment method used to adjust or balance Invoices for bookings that have been cancelled/adjusted and refunded. A Credit Note is applied to the Invoice alongside the refund, to balance off the outstanding amount, indicating that there is no expectation of further payment, and the Invoice is settled. This streamlines the refund process and ensures accurate financial records!

Benefits

Here are the benefits of using Credit Notes

Accurate Finances	Credit notes ensure that the financial records reflect actual transactions, leading to more accurate accounting and financial reporting.
Balancing Payments	Credit notes provide a straightforward method for managing refunds and adjustments, allowing you to balance any payments required.

Key Terms and Glossary

Target	The Target of a Credit Note is which customer the Credit Note is for
Date Due	Date Due allows a date to be set for when the Credit Note must be used by
Notes	You can add Notes to your Credit Note so you can let other Training Administrators know what the Credit Note was generated for
Linked Invoices	Within the Credit Note DataGrid, you can expose a column called ‘Linked Invoices’. If the Credit Note has been used on an Invoice, you can see within this Column which Invoice it was linked to.

Credit Note Generation

For Delegates and Placeholders that are transferred or cancelled using the wizards, Credit Notes are automatically generated to write off or part-pay the related invoices.

You can read more about this in our Cancellation & Transfer Charges Guidance

You can manually create Credit Notes either by using the ‘Generate Credit Notes’ generator from the Main Navigation Menu, or by right-clicking on the Delegate you wish to credit and selecting 'Generate Credit Note'.

Credit Note Statuses

Credit Notes will have one of the below statuses:

Cancelled
A Cancelled Credit Note has been cancelled manually within the platform.

Completed
Completed Credit Notes have been used against an Invoice.

Outstanding
An Outstanding Credit Note hasn't been used against an Invoice.

Part-Completed
Part-Completed Credit Notes have been partly used against an Invoice.

Creation Source

If you find a Credit Note and you’re unsure about its origin, you can use the Creation Source field and the Source ID to determine this. Below is what each of the Creation Source options means:

Manual/Unknown

This means the Credit Note was created manually, either by using the Credit Note Generator or by right-clicking on a Delegate and selecting Generate Credit Note.

Refund

If a transaction is refunded and a Credit Note is automatically created to replace this, the Credit Note will have 'Refund' as the Creation Source.

Transfer

When a delegate is transferred or cancelled using the Transfer/Cancellation wizards, the Credit Note that is automatically created from this will have 'Transfer' as the Creation Source.

Write Off

If an invoice is manually cancelled, the Credit Note that is automatically created from this will have 'Write Off' as the Creation Source

Where to find Credit Notes

From the Main Navigation Menu, select ‘Finances’ and then click ‘Credit Notes’
This will open the Credit Notes DataGrid
From the DataGrid, you can search and add filters to narrow down exactly which Credit Note you are looking for, then view and edit the details of that Credit Note

Credit Note Management

Learn how to create and manage Credit Notes in your platform:

How to manually raise a Credit Note

How to bulk change the Status of a Credit Note

FAQ’s

Credit notes should be issued when there is a need to cancel or amend an original invoice due to reasons such as a Delegate wishing to cancel their place on a Course, If an error has been made on an Invoice or any other agreed adjustments.

Yes, Credit Notes can be included in Reports if required