- 1 Before You Start
- 2 What is a Credit Note
- 3 When is a Credit Note Issued
- 4 Credit Note Status
- 5 Preview Credit Notes
- 6 Credit Note Integrity
- 7 Credit Note Naming Convention
- 8 Credit Note Number
- 9 Credit Note Dates
- 10 Credit Note Line Items
- 11 Rounding
- 12 Emailing Credit Notes
- 13 Related
Before You Start
What is a Credit Note
A credit note is a commercial document issued by a seller to a buyer for the reduction in sales.
When is a Credit Note Issued
Credit Note Status
These credit notes are draft credit notes and have not been posted to your accounting system. These credit notes can be reversed and invoices reinstated.
These credit notes have been posted to your accounting system and contains a credit note number as returned from the accounting system. These credit notes can also contain a [rounding] figure as reflected on the invoice.
These credit notes have failed to post to the accounting system. Refer to [Error Resolution] to resolve the failure. These credit notes can be opened to repost to the accounting system.
Preview Credit Notes
All credit notes (Open, Closed and Failed) can be viewed online or downloaded in PDF format.
Internal Server Error When Selecting "View Online" Of a Credit Note
This would occur when the "View Online" of a credit note PDF is selected, but the credit note has been reversed and the credit note no longer exists in Varibill.
View Credit Note Online
Your customer will receive a PDF credit note via [email] which will contain a link that will allow them to view the credit note in a browser. The look and feel of this link depend on how the View Online Icon is set up under Admin, [Document Template].
Download Credit Notes
Credit notes can be downloaded in PDF format. The naming convention of the PDF depends on your setup of the File Naming Convention under Admin, [Document Template].
Credit notes can be downloaded individually by selecting the download icon next to the specific credit note.
Credit notes can also be download in bulk by selecting the credit notes and Actions, Download Selected. An email will be sent to your registered email address once it has completed. The download will be available for up to 48 hours after the request has been submitted. If this period lapsed, then a new request would need to be submitted by following the same steps described.
Credit Note Integrity
The credit note will be generated with the same ["snapshot"] of the Invoice. This means the naming convention of clients, products, the pricing, billing periods, etc. will match the invoice exactly, even if this changed in the meantime.
Credit Note Naming Convention
The credit note PDF name is determined by the File Naming Convection of the Document Template. This can be easily changed by updating the Document Template.
Credit Note Number
If a credit note does not contain a Credit note number, the credit note has not yet been posted to your accounting system, or the posting of this credit note failed.(See [Error Resolution]
You can run the accounting connector to post your credit notes to the accounting system. ([Post to the accounting system)]
Varibill receives the Credit note number from the accounting system once the credit notes have been posted.
Credit Note Dates
Credit note date will match the Invoice Date of the relating invoice.
Credit Note Line Items
The line items reflected on the credit note will match the line items of the relating invoice.
[| Rounding], as reflected on the invoice, will appear on the credit note.
Emailing Credit Notes
All credit notes can be emailed to your clients by selecting the invoice/s, followed by "Actions" and "Email Selected". The Last Email Date is populated once the specific credit note is emailed and will be populated from 06/08/2019.
Credit notes are sent from the "Billing From" email address specified on Tenant Details to the client’s finance contact person(s) specified on the [[manage_clients|Client's] details. They will receive an email containing a PDF credit note.
The finance contact person’s contact details can be edited using the “Clients” screen. You can send a credit note to a recipient other than the finance contact person by temporarily changing the recipients’ information when you’ve selected to send the credit note.
The email template can be edited using the Email Template screen.