How to Add a Credit Note

Katia Lyubenova

March 08, 2018 15:22

Sometimes you need to charge less than the amount of an already issued invoice.
This usually happens to correct a mistake, such as when an invoice amount is overstated, the correct discount rate is not applied, and so on. You can achieve this in OfficeRnD using a Credit Note (CR).

Create a Credit Note Manually
Create a Credit Note from an Invoice
Create a Credit Note from a Fee
Allocate a Credit Note
Allocate a CR to an Invoice Upon Creation
Allocate a Credit Note Manually

Create a Credit Note

There are three ways to create a Credit Note and all can be useful depending on the case.

Create a Credit Note Manually

Go to Billing/Invoices
Find and use the Add Credit Note option
Fill out the Credit Note details
Hit Add and you are ready!

Note that manually-added Credit Notes will not have any details filled out by default.
You will need to select a Company or Member for whom you are raising credit.
The Credit Note will also not have any line items by default.
They must be added manually, which will automatically put them under the default One-off fees account.

Create a Credit Note from an Invoice

Go to Billing/Invoices or a Member/Company's Profile and open the invoice you'd like to credit
Find and use the Credit Note option on the top-right
All details should be filled out by default, but you can make changes should they be needed - such as the credited amount
Hit Add and you're ready!

Create a Credit Note from a Fee

Go to Community/Fees or open a member or team profile and find the Fees section
Find the Fee you'd like to credit and click on the cogwheel on the right of its name
Select the Credit Note option
All details should be filled out by default, but you can make changes should they be needed - such as the credited amount
Hit Add and you're ready!

Allocate a Credit Note

In order for a CR to take effect, you have to 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

Note: The QuickBooks integration doesn't support recording refunds for credit notes, please see below what to do in such cases.

Allocate a CR to an Invoice Upon Creation

Open up 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 would like to allocate credit for. You can check/uncheck items you would like to include or exclude. Click Add and it will automatically get allocated to the invoice.

Note: You can only issue one credit note per invoice.
If you try to issue more than one credit note per invoice the system will display an error that "some of the fees are either not paid or not invoiced".

Allocate a Credit Note Manually

Note: This type of allocation only works for invoices that haven't been paid.
If an invoice has been paid, the way to credit note it is to credit note it directly by following the steps previously described in the article

Go to Billing/Invoices and click the blue Add credit note button on the top corner.
A dialog similar to the invoice dialog will pop up where you can select a team/individual, issue date, and add items and amounts which will be deducted from the invoice to which the CR will be allocated.

Once you click Add/Add & Send you will have a record similar to the following in the invoices list

You have now successfully created a credit note. In order for it to actually take effect, you will have to allocate it to an invoice.

Open the newly created credit note.
Under Allocations click the Allocate credit button.
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.