This guide describes step-by-step how to fully credit a charge invoice and how to correctly allocate credit notes in the system. The guide also covers partial crediting, manual creation of credit notes, and the cancellation of credit note allocations.

Contents

Create a credit note for total amount of original invoice

If you wish to create a credit note for the selected invoice, there are two ways to do this: 

1. Open the selected invoice and click sales invoice functions. There select "Create a credit note".

Netvisor creates new credit note, which contains negative value in amount field. This is same amount but in negative value as the original invoice. Then credit note needs to be saved by pressing save invoice -button. Then the credit note needs to be sent by pressing "Send invoice". It is possible to send this via e-mail, e-invoice, PDF ePrinting services or do the local printing. If the original invoice was sent to the customer, it is advisable to send the credit note as well for their accounts receivable management. If there is no need to send the invoice to the customer, you can print the invoice in the sending view using "local printing (PDF)".

2. Another way to create a credit note is to go to open sales invoices or sales invoice list. There either look correct invoice line or search it using for example invoice number. After the invoice line there is so called triangle -button, there select "Create a credit note". Then credit note is unsent and it needs to be sent via preferred channel so it receive voucher. It is also possible to cancel this action at this stage with the "Cancel" function. After creating the credit note, the sales invoice list view opens, where the created credit note is visible. The invoice must then be further processed to generate a voucher for it. 

3. The third way is to create a credit note through the sales invoice functions menu "Create and allocate credit note". This function automatically allocates the credit note to the invoice from which the credit note is created and automatically creates a voucher for the credit note. 

Create a credit note for partial amount of original invoice

1. If you wish to do credit note for partial amount of original invoice, then first credit note needs to be created as instructed before. When credit note is shown on invoice screen, there needs to be edit or remove invoice lines. Or edit the invoice line amount field. Then credit note needs to be sent via preferred channel so it receive voucher. Printing and sending as before, either from the invoice or through the sales ledger (Open sales invoices) / sales invoice list.

2. Another way is to select the desired invoice lines by ticking the box in front of the invoice line to make it active. Then from above the invoice lines, select Do for selected > Credit selected lines.

Manual credit note

It is also possible to create manual credit note. First create new sales invoice. There is also detailed instruction page for this. But when you add invoice row, amount field must contain negative value. It is also possible to edit the products price, so that credit note gets correct total price. It is also possible to create new product for this use. But if company uses stocks in Netvisor then the negative amount product needs to be same as in the original invoice so that stock also get correct value. When credit note is ready and saved, then credit note needs to be sent via preferred channel. 

Create a euro-denominated credit

To create a euro-denominated credit, a suitable item is needed in the product register. The item can be created by yourself, e.g. "Credit" with a price of zero euros. The creation of the credit note from this point on is as in the previous section, but the unit price is always determined manually. Remember to use a negative amount. The unit price is always positive. Printing and sending as before. 

Allocate credit note to the sales invoice

It is possible to allocate credit note to the sales invoice when both invoices are send or printed and both of them contains voucher. It is possible to allocate invoices when both of them contains same customer and currency. Allocation can be done in sales invoice list. There select or search the correct credit note. In the end of credit note line, there is so called triangle -button, there select "Allocate". You cannot allocate credit note, which doesn't contain open amount. When you have clicked allocate, new window opens where you can select correct sales invoice and then click "Kohdista tähän" -link.

The system allocates the invoices with each other and if it was a full credit, both invoices are marked as paid on the allocation date. 

If credit note is larger amount than sales invoice, then it is possible to allocate the rest of the amount into another sales invoice. It is possible to allocate credit note as long as it contains open amount. 

If credit note is smaller than sales invoice, then after allocation credit note is totally paid, but sales invoice still contains open amount. It is possible to allocate several credit note into one bigger sales invoice. 

Credit note is paid using bank transfer

If credit note is paid to the customer by using bank transfer then in allocation field select "If the credit has been paid to the customer, add payment." -link (new payment). Then select correct bank account and correct date. (date when this is shown on bank statements). Processing method = Normal. If desired, the resulting MS voucher can be linked to the bank statement according to this guide.

Credit note in sales ledger, paid with purchase invoice to the customer

A payment is manually made to the desired interim account in the accounting for the credit note in the sales ledger. The purchase invoice is posted to the same interim account (OL voucher). Then the purchase invoice is paid normally. 

How to cancel the allocation

The allocation of the credit note is canceled as follows: 

Find the original invoice A and credit note B involved in the credit from the sales invoice list. 

  1. Open either invoice by clicking its number. 
  2. Check the "Payments" section under "Transactions" and find "Date". This date is the allocation date and is used to search the payment list.  
  3. Open Sales > Payments and perform the necessary search there, i.e. filter by the payment date of the invoice, the customer's name, and select "all" from the "Processing status" section. Select "Search". 
  4. Once you have the result set, the payments for the customer in question should be visible in the view according to the filter.
  5. Delete both payments by opening the payment's "Edit" view (pencil and notebook button) or by clicking the customer's name. Deleting the payment requires accountant rights for the company in question. After deletion, the user is redirected back to the Payments view. NOTE! Do not delete the vouchers for these payments, they are the invoices' ML vouchers (no voucher is created in Netvisor for the allocation of the credit). 
  6. When the payments are deleted, find the respective invoices in the sales invoice list. You can select both invoices (original invoice A and credit note B) and from the "Invoice functions" button, select "Update status". Choose the new status for the invoices as "Open" and then press "Update status". (Of course, if the invoice is overpaid and the incorrect allocation is removed, then the invoice status is not changed).

Keywords: Credit note, Charge invoice, Sales ledger, Allocation, Invoice status, Euro-denominated credit, Sales invoice allocation, cancellation of allocation

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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