After creating a credit invoice (also known as a credit note), it needs to be reconciled with the original invoice.
Book a credit invoice
There are two ways to book a credit invoice:
Automatically;
Manually.
Automatically Booking a Credit Invoice
Automatic reconciliation of a credit invoice can only occur if the entire invoice is being credited. If you want to credit only part of an invoice, follow the steps for manual booking.
Check Settings for Automatic Reconciliation
Note: For accounts created after 2019, the settings are already correct, and you can skip this step.
To automatically book a credit invoice, follow the steps below:
Navigate to Settings in the left-hand menu;
Choose Accounting Settings;
In the dropdown for Journal for the automatic entry of credit invoices, choose 40 - Memoriaal;
Click Save to apply the changes.
Creating a Credit Invoice
To automatically book the credit invoice, the credit invoice must be created correctly. To do so, follow the steps below:
Navigate to Sales in the left-hand menu;
Choose Sales invoices;
Check the box next to the invoice you want to credit;
Click on Select an action and choose Credit;
In the popup, click Credit.
The credit invoice is now created and appears in the invoice list.
Sending and Booking the Credit Invoice
The credit invoice will have the status Draft. Once it is sent, it will automatically be booked. To send the credit invoice, follow the steps below:
Navigate to Sales in the left-hand menu;
Choose Sales invoices;
Check the box next to the credit invoice;
Click on Select an action and choose Send;
In the popup, click Send to email the credit invoice.
After sending, the credit invoice will automatically be marked as Paid, along with the original invoice. A booking is automatically created in the specified journal 40 - Memoriaal.
Manually Booking a Credit Invoice
If only part of an invoice needs to be credited, automatic booking is not possible, and the reconciliation must be done manually.
Creating a Partial Credit Invoice
To create a partial credit invoice, follow the steps below::
Navigate to Sales in the left-hand menu;
Choose Sales invoices and click on New;
Fill in the details as you would for a normal invoice;
To make this a credit invoice, enter a negative quantity or negative price;
Click Save to create the credit invoice.
The credit invoice is now created and listed among the invoices..
Sending the Credit Invoice
The credit invoice will have the status Draft. Once it is sent, it can be manually reconciled. To send the credit invoice follow the steps below:
Navigate to Sales in the left-hand menu;
Choose Sales invoices;
Check the box next to the credit invoice;
Click on Select an action and choose Send;
In the popup, click Send to email the credit invoice.;
Manually book the Credit Invoice
Both the credit invoice and the original invoice will have the status Open. To manually book them, follow the steps below:
Navigate to Advanced in the left-hand menu;
Choose 40 - Memoriaal and click on New;
In the Description field, enter Reconcile Credit Invoice;
In the Sales Invoices tab, find and select both the credit invoice and the original invoice;
The Description and Amount fields will be filled automatically based on the invoices;
If the original invoice amount is higher than the credit invoice, adjust the amount:
Enter the amount from the credit invoice in the field for the original invoice's amount
Click Save to finalize the booking
Both invoices wil now be marked as Paid.