Credit Notes reduce the amount owed on an invoice. This article explains how to create and allocate Credit Notes.
Create a Credit Note
There are three ways to create a Credit Note. Each can be useful, depending on the case.
Create a Credit Note manually
To manually create a Credit Note:
Go to
Billing > Invoices.Click Add Credit Note.
Fill out the Credit Note details and click Add.
Manually added Credit Notes will not have any details filled out by default. You must select a Company or Member for whom you are raising credit. The Credit Note will also not have any line items. They must be added manually, as this automatically puts them under the default One-off fees account.
Create a Credit Note from an invoice
To create a Credit Note from an invoice:
Go to
Billing > Invoices or a Member/Company's Profile and open the invoice you want to credit.Find and use the Credit Note option in the top right corner.
All details should be filled out by default, but you can make changes if needed.
Click Add.
Create a Credit Note from a fee
Go to
Operations > Fees or open a member or team profile and go to the Fees section.Find the fee you'd like to credit and click the cogwheel next to it.
Click
Add Credit Note.
In the Add Credit Note dialog, all details should be filled out by default; however, you can make changes if necessary. For example, you can change the credited amount.
Click Add.
Allocate a Credit Note
For a Credit Note to take effect, you must allocate it to an existing Invoice.
There are two ways you can do that:
Open an invoice and create the Credit Note from its page.
Create a Credit Note, go to an Invoice, and allocate it manually
The QuickBooks integration doesn't support recording refunds for Credit Notes. Please read below to see what to do in such cases.
Allocate a Credit Note to an invoice upon creation
Open an existing invoice and click the yellow Credit Note button on the top right.
A dialog will appear with all items already present in the invoice.
This way, you can select which items you want to allocate credit for. You can select/clear items you would like to include or exclude. Click Add, and the Credit Note will be automatically allocated to the invoice.
You can only issue one Credit Note per invoice. If you attempt to issue more than one Credit Note per invoice, the system will display the following error: "Some of the fees are either not paid or not invoiced."
Allocate a Credit Note Manually
This type of allocation only works for unpaid invoices. If an invoice has been paid, credit the note directly by following the steps described above.
Go to
Billing > Invoices and click the blue Add Credit Note button in the top corner.A dialog similar to the invoice dialog will open. Here, you can select a team or individual, and the issue date, and also add items and amounts to be deducted from the invoice to which the Credit Note will be allocated.
Click Add or Add & Send. You will have a record similar to the following in the invoices list:
You have now successfully created a Credit Note. For it to take effect, you must allocate it to an invoice:
Open the newly created credit note.
Under Allocations, click Allocate credit.
In the dialog, select an invoice to which this credit should be allocated.
Click Add to allocate the credit and charge the customer with the appropriate decreased amount.
FAQ: Credit Notes in OfficeRnD Flex
What is a Credit Note?
What is a Credit Note?
A Credit Note reduces the amount of a previously issued invoice, usually to correct an error or apply a discount not included initially.
Is there a limit on how many Credit Notes I can issue per invoice?
Is there a limit on how many Credit Notes I can issue per invoice?
Yes. You can only issue one Credit Note per invoice. Attempting to issue multiple notes will result in an error message.
How do I allocate a Credit Note upon creation?
How do I allocate a Credit Note upon creation?
To create a Credit Note directly from an invoice, click Credit Note on the invoice page, select the items to credit, and click Add.
How do I create a Credit Note from an existing invoice?
How do I create a Credit Note from an existing invoice?
Go to the invoice you wish to credit, click Credit Note, review the pre-filled details, adjust if necessary, and click Add.
How can I issue a Credit Note from a specific fee?
How can I issue a Credit Note from a specific fee?
Go to 
Operations > Fees or a member profile, find the relevant fee, click the cogwheel next to it, select Credit Note, review the details, and click Add.
Can I manually allocate a Credit Note?
Can I manually allocate a Credit Note?
Yes. After creating a Credit Note, open it from your invoice list, click Allocate credit, select the invoice you want to adjust, and click Add.
Can I allocate Credit Notes to invoices from different locations?
Can I allocate Credit Notes to invoices from different locations?
By default, you cannot allocate Credit Notes to invoices from different locations. To enable this, you must go to 
Settings > Billing > Billing Rules and turn on Credit notes can be allocated to invoices from other locations.
Does QuickBooks integration support refunds for Credit Notes?
Does QuickBooks integration support refunds for Credit Notes?
No, the QuickBooks integration doesn't support recording refunds for Credit Notes. You must handle refunds separately within QuickBooks.
Why does an invoice covered by a Credit Note still show an amount due?
Why does an invoice covered by a Credit Note still show an amount due?
An invoice covered by a Credit Note still shows a due amount when the invoice is generated through external software such as Xero, which may not fully display the applied credit. To make sure members see the correct balance, resend the updated invoice and Credit Note directly from OfficeRnD. This version clearly highlights the applied credit and prevents confusion.