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Customer credit notes

3 minutes

📍 Where can I find this module?
Main Menu > Sales

Introduction #

The Customer Credit Notes module allows you to manage credit notes issued to your customers, typically following a product return, an invoicing error, invoicing a goodwill gesture. It can be accessed via Main Menu > Sales > Customer Credit Notes.

There you'll find features for:

  • Create a credit memo, whether or not it is linked to an invoice
  • Track the status of each credit
  • Export the credit note as a PDF or email it to the customer

1. Create a customer credit note #

Access #

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

Information to provide #

General information:

  • Customer account: the customer to whom the credit memo applies (required)
  • Credit note date: the date of issuance
  • Related 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 attach an invoice the credit memo, the invoice must be linked to the same customer account. The system checks for consistency and blocks the entry if there is a discrepancy.

Addresses #

The credit memo uses the invoicing shipping addresses from the customer account. You can edit them manually or use the copy buttons to copy one address to the other.

2. Link a credit memo to an invoice #

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

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

Good to know: A credit note not linked to an invoice valid. It will simply be treated as a general credit note, which can be used for promotional offers or general adjustments.

3. Available actions #

Export to PDF #

From the record , click " Export PDF " to generate the document in PDF format. The print template can be customized in the settings.

Send by email #

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

Finalize #

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

  • The document can no longer be edited (except for the status)
  • It becomes visible on the customer portal (extranet) if it is enabled

Important: This action cannot be undone. Please make sure all the information is correct before proceeding.

4. Interactions with other modules #

From record customer credit record , the relationship tabs allow you to view:

  • Related invoice: the invoice which the credit memo is linked
  • Documents: related files (PDFs, supporting documents, etc.)
  • Activities: tasks or events related to this asset

5. Special Cases #

Midterm #

You don't have to include every line item from an invoice. You can issue a credit memo that covers only certain products or reduced quantities.

Receipt without invoice #

For a goodwill adjustment or a correction that is not linked to a invoice , leave the " Related Invoice " field blank. The credit memo will be recorded separately.

Accounting impact #

A customer credit note generates an accounting entry that reverses the invoice. Make sure the amounts and accounts are entered correctly to ensure the consistency of your accounting records.

Regulatory compliance: In France, a credit memo must include the reference number of the invoice when it relates to a invoice . Kafinea automatically manages this traceability through the “Related Invoice” field.

6. Frequently Asked Questions #

What is the difference between a credit memo and a invoice ? #

In Kafinea, a credit memo is a dedicated document with its own module and unique numbering. It is not an invoice a negative amount, but a separate document that complies with legal requirements for credit memos.

Can you create multiple credit memos for the same invoice #

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

How can I find all of a client's assets? #

From record Customer Account record , go to the Customer Credits tab to view the complete list of credits issued for that customer.

7. Glossary #

Term Definition
Have Commercial document canceling all or part of an invoice
Related invoice Original invoice to which the credit memo relates
Finalize Permanently lock a document to prevent any future changes
Balance Amount remaining due on an invoice deducting credits and payments

Related references 🔗 #