Correct an invoice with a credit note
A credit note is the paper that takes a sale back. It corrects the figure in the month you issue it and leaves the month of the original invoice as it was reported. Use it when an invoice is wrong or goods came back, and the month is closed or you do not want to change it.
Draw up a credit note
Section titled “Draw up a credit note”- Open Documents → Documents and find the issued invoice.
- Open its Cancel action. Before anything happens, the dialog tells you what canceling would do: how much revenue it would remove from which month, and from when it comes off the customer’s balance.
- Click Issue a credit note instead.
- Keelvy draws up the credit note as a Draft: Credit note … was drawn up as a draft. Issue it from this list. It uses the invoice’s own issuer, language, currency, customer and lines, for its total.
- Click Issue on the draft.
The credit note reduces what the customer owes by its amount, and the sale comes off your revenue in the month you issue it.
A credit note needs the order behind the invoice. It cannot be drawn up for a draft, a canceled document or another credit note. If an invoice is already corrected by an issued credit note, the dialog says so, because canceling it as well would take the same sale off twice.
Cancel or credit?
Section titled “Cancel or credit?”- Cancel removes the document from the books as if it never counted. It changes the month it was issued in. The dialog says how much revenue leaves that month and, if there is a cost of goods, where that moves.
- A credit note leaves the old month alone and corrects the current one.
If the books are closed through that month, cancel is refused: A closed period is never edited: issue a credit note instead, which corrects it in the current open period. See Close the books. When you select several documents and some are in a closed period or already credited, the bulk cancel stops and tells you which, so you can leave them out or credit them.
A canceled document can no longer be issued.
When Keelvy drafts one for you
Section titled “When Keelvy drafts one for you”When you cancel a paid order, Keelvy records the refund and creates a credit note draft. You issue it from the list. See Record a return or cancel an order.