The accounts payable system allows you to manually create a purchase invoice credit note by entering a negative value for the invoice amount. The invoice can be matched to another invoice if the supplier and currency are the same. The credit note must be at least verified. The invoice must also not have any payment confirmations used.
You can perform the matching from the purchase invoice list by searching for the desired invoice. For the credit note, there is a "Allocate credit" link at the end of the row in the "Payments" column. You can display this column by using the "Show columns" menu on the left and then pressing "Update selections." Another way to execute the matching is by going to the matching view from the credit note row in the negative open amount field.
The system suggests possible purchase invoices that the credit note can be matched to in the listing. Invoices appear in the listing under the following conditions:
- The supplier must be the same
- The currency must be the same
- The invoice status must be verified or approved
- The invoice must not be rejected
- The invoice's open amount must not be fully within the payment service
When user click allocate Credit button, this screen appears
Credit note can be matched to multiple invoices at once, and the program will also calculate the amount to be matched based on these.
In this example, user only select one invoice where to allocate the credit invoice
The matching is done using the "Allocate" button. This opens the view below, where the allocation is confirmed, and you can now also select the desired allocation date. The current date is offered by default. 
After this, the system returns to the matching view if the credit note can still be matched to another new invoice. If the entire invoice is allocated, the system returns to the purchase invoice list.
In the purchase invoice list, the status of the credit note appears as allocated, and a payment in the amount of the matched invoice appears for the invoice to which it was allocated. Both the original invoice and the credit note must be approved for them to be cleared from the list of open purchase invoices.
If a credit note has been paid as a cash refund, a negative payment is recorded on the credit note for the date and bank account where the refund is visible. It is advisable to link the voucher to the corresponding bank statement.
If the credit note is larger than the debit invoice, the debit invoice is marked as paid, and the credit note remains open for the remaining amount. The allocation of the credit note can continue until it is fully utilized.
Undoing the allocation
If the credit note was allocated incorrectly for some reason, the allocation can still be undone. This can be done by navigating to Purchases > Payments > Payment Listing. In the view that opens, enter the desired vendor and ensure the option to show all payments is selected. Adjust the time period accordingly to locate the invoice.
In the opened view, locate the correct invoices. The invoices should have a positive and a negative line amount. For credit notes, a voucher is not shown at this point, even if the invoices contain one. The voucher is visible for manual and automatically cleared payments.
Each line can be undone using the three-dot button at the end of the line. Removing the payment requires Bookkeeper-role access.You will no longer need to separately remove the positive and negative lines, as removing the matching will delete both lines simultaneously.
After this, the credit note will again appear in the unallocated status, and it can be allocate again if necessary.
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