The Credit note is a kind of negative invoice designed to give a refund on part or all of the invoice amount. To be precise, it is a document issued to indicate a return of funds in the event of a service cancellation, network equipment return, miscalculation of price/tax/discount in the invoice or other specified circumstances.
Sometimes we can send a customer an invoice and then realize that we have overcharged them for certain services or network stuff. Instead of canceling the original or recreating a new invoice, which can confuse the customer in accounting processes, we can issue a credit note to correct the total.
Let's consider in details the Credit notes statuses and the actions that can be applied to:
|the initial status of a new credit note. It means that the money in the credit note has been refunded to the customer's balance, but the customer has not yet taken money out from the ISP. The
|the administrator sets this status when the customer has withdrawn money from the account balance to the credit card or has taken money in cash. The specific amount of money will be withdrawn from the customer's balance. The new
|it means that the credit note was completely used to pay off the unpaid invoice. If the amount of the credit note is less than or equal to the total of the unpaid invoice, the credit note will be closed and the invoice will be partially paid or fully paid.|
|it means that the credit note was Marked as deleted. In this case the credit note item remains visible in the Finance documents but the
A created credit note can only be edited if it is in the
Refund due status and at the same time is not linked to an invoice;
If a credit note is in the
refunded status, only the Note field can be edited;
A credit note that has already been synced to any accounting system (e.g. Xero), cannot be deleted.
|View||to view the details of the credit note.|
|Refund||the administrator should choose this action when a customer withdrew money from the balance to the credit card or took the money out in cash from the SIP.|
|View PDF||to view the credit note according to its template in Splynx.|
|Download PDF||to download the generated credit note PDF file.|
|Send||send the credit note to customer's email or portal. The specific template can be loaded or saved as new one in a new window.|
|Edit||used to edit the details of the credit note: note, status, link/unlink to the invoice etc.|
|Delete||can be applied to the credit note in
Let's say we have a customer who uses the Internet service for $100. And an ISP should give the money back to the customer.
-100). The invoice was paid successfully by the customer (the balance =
Customers → List), click on the
Billing → Finance documentstabs, press the
Add documentbutton and choose the
Credit noteitem in the drop-down list.
In the new window you can link/unlink only one related paid/unpaid invoice to the current credit note. Moreover, it's possible to use the option
Add more items to add the additional item (-s) and specify its Description, Price etc. Use
- sign which is to the right of the line to remove the unnecessary items.
If the invoice is linked - all items (transactions) of such invoice will be added to the new credit note with all details. After that press
Add button, the new credit note with
Refund due status will be created.
At this stage the sequence of transactions will be the following:
0because the customer withdrew the money.
Find the necessary invoice in customer's
Finance documents and click on icon to create a credit note.
NOTE: You cannot create a credit note to the invoice with
Deleted (Mark as Deleted) status.
In such case, the related invoice (and its transaction) will be automatically linked to this credit note.
If necessary, you can change the price, description etc. of an included item or add a new one.
When creating a credit note for the latest recurring invoice, you should specify the 'Invoiced until' period. This field is mandatory in this scenario.
This option is essential for canceling recurring invoices one by one, starting with the most recent, to avoid gaps in the billing period.
In other cases, this field will be disabled. After clicking on the information icon, the following message will be shown: 'Invoiced until' can only be reset for the latest issued invoice.
Items with a negative price value can be added to the credit note, but the total price of the credit note cannot be a negative amount; it can only be
0 or greater than
0. This rule also applies to the creation of an invoice. An invoice with negative item(s) can also be linked to a credit note.
In case the customer with existing Credit notes is converted back to the lead, the credit note item (-s) can be found in
History → Billing → Credit Notes of the lead account.
If the customer's service was charged (the recurring invoice was created and it was paid) and the administrator changed the service/plan to a new one in customer profile - a money for the unused period will be refunded to the customer's balance as Credit note (it's assumed that the
Refund unused money option is enabled in
Config → Finance → Change plan).
For example, the initial Internet service price = 200$ and the new Internet service price = 100$, in such case we will have the next result:
April 2023 = 30 days. 200$/30 days = 6.6666$. The service was changed on April 16 (New plan start date = April 16). As a result, the initial Internet service start date - 2023-04-01 and End date - 2023-04-15 and the new Internet service start date - 2023-04-16. 30 days - 15 days = 15 days of initial paid Internet service left. 15 days * 6.66$ = 99.99$ ~ 100$ (for the Credit note, this amount will be added to the customer's account balance). But we have other 15 days for the new Internet service. The new Internet service price = 100$ / 30 days = 3.3333$. 3.33$ * 15 days = 49.99$ ~ 50$ (price of the new Internet service). The new recurring invoice will be paid from the account balance and 50$ will remain on the balance.
Pendingstatus), the Credit note will be created immediately. In case the customer changed their mind, do not forget to correct the customer's finance documents manually, e.g. to remove newly created Credit note, Recurring invoice.
All issued Credit notes can be found in
Finance → Credit Notes. In case the module is not visible on the left sidebar of Splynx, you can enable it in Config → Integration → Main modules.
With the use of a filter, it is possible to display credit notes by its Number, Period of time, Partner or Status (Any, Refunded, Refund due, Deleted, Closed). Below the table of Credit notes you'll find the Totals table that displays a total of all credit notes by their status and the amount of credit notes in each status.
To export the list of Credit notes, click on
Export button, in a new window specify the Period of time, Export type (CSV, PDF files in archive, One PDF file, Template, External handler) etc.
Alternatively, once you have selected the required Credit note (-s) in the table, click on
Actions button and select the required option in drop down menu.
Your confirmation is needed to ensure that you do indeed wish to delete the credit note within Splynx, even if you are aware that it will still be retained within the accounting system, and you will have to delete it manually from there:
Credit notes in PDF format are fully customizable with templates. You can create a new template using the different variables or edit the build-in templates in Config → Templates (Type: Credit Note PDF). Then, open Config → System → Company Information, find the field
Credit Note PDF Template and in drop down list choose the template that will be used by default in Splynx.
To configure the notifications after credit note is created, navigate to Config → Finance → Notifications → Global (tab) → Credit notes and set the required settings.
The log with all Credit notes operations can be found in Administration → Logs → Operations. Click on icon to view more details.