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Create or edit a customer credit note ​

When to use it ​

Use this guide when you need to create or edit 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 ​

A customer credit note is saved for review.

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 ​

  1. Open Finance → Credit Notes and select Add Credit Note.
  2. Choose the issue date, customer, related order, and reason. A credit note reduces the amount owed by a customer.
  3. For Order Items, add the correct items and quantities; for Discount, check the description and amount.
  4. Review the total and save the form. To correct an existing note, choose Edit and save the changes.

Screenshot placeholder: Credit Notes: create or edit a customer credit note.

Screenshot to add: Credit Notes: create or edit a customer credit note. Capture filename: images/create-or-edit-a-customer-credit-note.png.

Restrictions ​

A credit note is not a cash refund. Creation and editing require credit-note add/edit access. Use the order belonging to the selected customer.

An approved credit note cannot be edited. Its item lines must belong to the selected order.

If something went wrong ​

  1. Check the customer, original order, credit type, amount and item quantities against the agreed correction. Do not approve a credit merely to clear a warning.
  2. Before approval, use the eligible Edit or Delete actions, or the reviewer’s decline decision. Reopen the note and confirm its actual status before preparing a replacement.
  3. After approval, editing and deletion are blocked. Give Finance and Inventory the note, order, rejected goods and payment references. Review any credit already used against invoices before choosing the next correction.
  4. For an uncertain email/send, check its result before sending again. If the customer has the wrong document, agree the corrected document with Finance and clearly identify the replacement.

What the correction changes ​

Approval records the credit and its financial effects. For item credits, linked delivered/rejected quantities and related stock handling are processed according to the order’s stage.

What still needs follow-up ​

An approved credit has no general undo control in these guides. Review customer credit usage, actual returns/waste, invoice/tax/accounting records and documents already sent. A credit note does not itself refund cash.

Check the correction ​

Compare credit type and amount, original order quantities, customer balance, credit remaining and physical returned/wasted goods. Check external accounting and tax documents with Finance separately.