Introduction #
The Supplier Credit Notes module allows you to manage credit notes received from your suppliers, typically resulting from returned merchandise, an invoicing error, invoicing a sales discount. It is accessible via Purchasing > Supplier Credit Notes.
Tip: Starting September 1, 2026, supplier credit notes issued electronically are automatically imported and create a record directly in Kafinea—see Receiving an invoice . The manual entry process described below still applies in other cases.
There you'll find features for:
- Create a credit memo linked to or not linked to an existing invoice
- Track the amount paid and the remaining balance
- Export the credit note as a PDF or send it by email
1. Create a supplier credit memo #
Access #
- Access the Accounts Payable module via Purchasing > Vendor Credits
- Click the button Add Supplier Credit
You can also create a credit memo from record , via the Supplier Credit Memostab.
Information to provide #
General information:
- Supplier: the relevant supplier (required)
- Date: the date of the credit memo
- Supplier credit memo number: the supplier's reference number for the credit memo
- Related supplier invoice: the invoice , if the credit memo relates to an invoice
- Status: Account balance
Product/service lines:
- Add the products or services covered by the credit note
- Enter the quantity, unit price, and any discounts
- Taxes are calculated automatically
Note: The taxes applied depend on the tax settings and tax regions. For more information, see Tax Settings.
Important: If you link a invoice to the credit memo, it must be from the same supplier. The amount of the credit memo cannot exceed the balance of the invoice .
Good to know: You cannot change the provider for a credit note that has already been linked to payments.
2. Financial Monitoring #
Each supplier credit note displays the following financial information:
| Information | Description |
|---|---|
| Total | Total credit amount (including tax) |
| Paid | Amount already charged through payments |
| Balance | Amount remaining to be allocated |
The supplier credit reduces the amount owed to the supplier. It is included in the calculation of the total balance owed to the supplier.
3. Impact on inventory valuation #
The field Affects inventory valuation allows you to specify whether this credit should be included in the calculation of inventory value. This option is useful when the credit is related to a merchandise return that changes the inventory value.
4. Available actions #
From the supplier record , you can:
- Export the document as a PDF
- Email the credit note as a PDF
- Add a payment to apply all or part of the credit
5. Frequently Asked Questions #
What is the difference between a linked credit memo and a free credit memo?
A linked credit memo is tied to a specific invoice : its amount cannot exceed the balance of that invoice. A free credit memo (not invoice ) can be created for any amount and will be applied to the supplier’s overall balance.
How does a credit memo affect the supplier balance?
The credit memo is deducted from the amount owed to the supplier. If you owe a supplier €1,000 and receive a credit memo for €200, your balance becomes €800.