You issue a credit note (a corrective tax document) for an issued invoice when you are reducing the amount billed to the customer, typically when goods are returned. This guide shows how to create a credit note in the web application and how to refund the customer's money using a payment order. For other credit note options (manual credit note, linking to an invoice), see the article Credit Note.

Step 1: Open the detail of the issued invoice for which you are creating the credit note. In the footer, click … (More functions) and select Create credit note.

Step 2: In the Credit note window, select the Credit note type. Only issued invoice types with the kind Credit note/corrective tax doc. are offered. If you don't have such a type yet, create one in the Issued invoice types module (see the article on document types for details).

On the document type, you can preset the details that are always the same on a credit note (bank account, payment method, due date). The Kind field with the value Credit note/corrective tax doc. is important. Thanks to it, the sign of the quantity is automatically reversed to negative when the credit note is created, and the credit note can then be settled against the invoice, added to a payment order, or matched with the bank or the cash register.

Step 3: In the window's table, check in the Credit column how many units of each item you are crediting. You can also load items into the window using a barcode scanner. Then click Create.

A credit note with negative items is created. In our example, it refunds CZK 2,287 to the customer.

If the customer has already paid the invoice, you refund the money with a payment order. Payment orders in general are covered in the article Importing a bank statement and creating a payment order.

Step 1: Open the Payment order module (in the All modules overview or by searching) and click New.

Step 2: Select the Account you will pay from. You can also enter the amounts to be paid manually in the payment order lines, but the Select documents for payment button is faster.

Step 3: Thanks to the Documents to be paid and Currency and account match the order filters, the Select documents for payment window offers only documents that can be paid with this payment order. A credit note is therefore offered only if it has the same currency and the same bank account as the payment order. The credit note takes its bank account from the document type. Select the credit note and click Select 1 selected record.

Step 4: The recipient's account number, bank code, variable symbol, and amount are added to the payment order. Save the order using the Save and close button.

Step 5: In the detail of the saved payment order, click … (More functions) in the footer and select Download or send online.

In the Download order window, choose whether the due date is taken from the payment order header or from its items. For the bank account, fill in the bank code, the electronic banking format, and the payment order extension if they are not filled in in the bank account settings. If you are not sure which format your bank supports, check the list of supported bank formats or contact your bank.

If the customer hasn't paid the invoice yet, you don't refund any money. You settle the credit note against the invoice by offsetting them against each other. The web application can already do this: for an unpaid invoice, the Credit note window offers settlement by offsetting (see the article Credit Note), and the invoice's … (More functions) menu includes the Offset option. You can find the offsets you've created in the Offsets module.

Useful links: