Once-off Credit Notes

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What is a Once-off Credit Note

A once-off credit note is a commercial document issued by a seller to a buyer for the reduction in sales and can be created during the course of a billing cycle.

When to use a Once-off Credit Note

A once-off credit note can be created for specific items (and its related quantities and rates) only, without having to correct, reverse and re-bill an entire posted invoice.

Credit Note Status

  • Open
    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.
  • Closed
    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.
  • Failed
    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 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.

Reference Number

The reference number is the Invoice Number of the relating invoice.

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.

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.

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.


  • Invoice Template
  • Update Accounting System
  • Email Template
  • Billing Processing
  • Accounting System
  • Frequently Asked Questions