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Approve or decline a customer credit note
When to use it
Use this guide when you need to approve or decline a customer credit note.
Before you start
- Open Credit Notes from the module menu. Your account must have access to this screen and permission for the action you want to complete.
What this changes
The customer credit note decision is recorded.
A credit note records a reduction in what the customer owes. Approved item credits can also change received/rejected quantities and stock treatment; a discount credit has different effects.
Steps
- Find the credit note and open the review drawer with Approve or Decline.
- Check customer, invoice, products, quantities, prices, and the amount being reduced.
- Select Approve or Decline according to the evidence, then check the resulting status.
Screenshot to add: Credit Notes: approve or decline a customer credit note. Capture filename: images/approve-or-decline-a-customer-credit-note.png.
Restrictions
Approval access is required. Approval changes the credit-note status; it does not prove that a customer has received a refund.
If something went wrong
After an unclear decision, reopen the same credit note and check its status before choosing Approve or Decline again.
If you approved the wrong customer, order, quantity or credit amount, ordinary editing and deletion are blocked. Give Finance and Inventory the credit and order references and the intended correction before issuing another note. Check any credit already used against invoices and any related stock handling.
If you declined the wrong note, have Finance review its saved state and evidence before agreeing a replacement; no undo-decline control is described here.
Check the correction
Check final credit status, customer balance, original order quantities and any stock effect. Review cash refunds and external accounting/tax records separately.