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Customer credit notes

4 minutes

📍 Where to find this module?
Main Menu > Sales

Introduction #

The Customer Credit Notes module allows you to manage credit notes issued to your customers, generally following a return of goods, a billing error, or a commercial gesture. It is accessible via Main Menu > Sales > Customer Credit Notes.

Here you will find the features to:

  • Create a credit note, linked or not to an existing invoice
  • Track the status of each credit note
  • Export the credit note as a PDF or send it by email to the customer

1. Create a customer credit note #

Access #

  1. Access the Customer Credit Notes module via Main Menu > Sales > Customer Credit Notes
  2. Click the Add Customer Credit Note button

Information to fill in #

General information:

  • Customer Account: the customer concerned by the credit note (mandatory)
  • Credit Note Date: the issue date
  • Linked Invoice: the original invoice, if the credit note relates to an existing invoice
  • Status: the status of the credit note

Product/service lines:

  • Add the products or services concerned by the credit note
  • Enter the quantity, unit price, and any discounts
  • Taxes are calculated automatically

Note: Applied taxes depend on tax configuration and tax regions. To learn more, consult Tax Configuration.

Important: If you link an invoice to the credit note, it must be linked to the same customer account. The system checks this consistency and blocks the saving if there is an inconsistency.

Addresses #

The credit note uses the billing and shipping addresses from the customer account. You can modify them manually or use the copy buttons to duplicate one to the other.

2. Link a credit note to an invoice #

The credit note can be linked to an existing invoice via the Linked Invoice field. This link allows you to:

  • Trace the origin of the credit note
  • Ensure accounting consistency between the credit note and the invoice
  • Impact the balance of the concerned invoice

Good to know: A credit note not linked to an invoice remains valid. It will simply be considered a free credit note, useful for commercial gestures or global adjustments.

3. Available Actions #

Export to PDF #

From a credit note record, click Export PDF to generate the document in PDF format. The print template is configurable in the settings.

Send by email #

You can send the credit note directly by email to the customer. The PDF is automatically generated and attached to the message.

Finalize #

The Finalize action permanently locks the credit note. Once finalized:

  • The document can no longer be modified (with the exception of the status)
  • It becomes visible on the customer portal (extranet) if activated

Important: Finalization is irreversible. Ensure all information is correct before finalizing.

4. Relations with other modules #

From a customer credit note record, the relations tabs allow you to consult:

  • Linked Invoice: the invoice to which the credit note is attached
  • Documents: associated files (PDF, supporting documents, etc.)
  • Activities: tasks or events related to this credit note

5. Special Cases #

Partial Credit Note #

You are not obliged to include all lines from an invoice. You can create a credit note covering only certain products or reduced quantities.

Credit Note without Linked Invoice #

For a commercial gesture or an adjustment not linked to a specific invoice, leave the Linked Invoice field empty. The credit note will be recorded independently.

Accounting Impact #

The customer credit note generates an accounting entry in the opposite direction of the invoice. Ensure that amounts and accounting accounts are correctly entered to guarantee the consistency of your accounting.

Regulatory Vigilance: In France, a credit note must mandatorily mention the reference of the original invoice when it relates to a specific invoice. Kafinea automatically manages this traceability via the “Linked Invoice” field.

6. Frequently Asked Questions #

What is the difference between a credit note and a negative invoice? #

In Kafinea, the credit note is a dedicated document with its own module and numbering. It is not an invoice with a negative amount, but a distinct document that complies with legal obligations regarding credit notes.

Can multiple credit notes be created for the same invoice? #

Yes, you can create multiple credit notes attached to the same invoice, for example, for successive returns.

How to find all credit notes for a customer? #

From the Customer Account record, consult the Customer Credit Notes tab to display the complete list of credit notes issued for this customer.

7. Glossary #

Term Definition
Credit Note Commercial document canceling all or part of an invoice
Linked Invoice Original invoice to which the credit note is attached
Finalize Permanently lock a document to prevent any subsequent modification
Balance Amount remaining due on an invoice after deducting credit notes and payments

Related references 🔗 #