Managing Credit Notes
A Credit Note does not exist in isolation. Once created, it must be properly associated with the relevant invoice in order to ensure accurate accounting and clear visibility for both the business and the customer. This linkage is important for reducing outstanding balances, issuing refunds, and maintaining compliance with financial reporting standards such as those set by LHDN (Lembaga Hasil Dalam Negeri).
The system provides several tools for reviewing, applying, and managing credit notes so that organizations can handle corrections, refunds, and adjustments efficiently.
Viewing Credit Availability on Invoices
When you return to the original invoice that has been linked to a credit note, you will see a clear summary showing the Total Credit Available.
PDF Options for Credit Notes
Every credit note comes with multiple PDF-related features that make it easy to share, archive, and present the document:
a) View PDF – Opens the credit note in PDF format for immediate review.
b) Download PDF – Saves a copy of the credit note onto your device for digital storage or emailing to clients.
c) Print PDF – Allows you to generate a physical copy of the credit note for filing purposes or to provide a hard copy to customers.
Additional Actions Available in the “More” Menu
The system provides a More dropdown menu with extra functions for managing credit notes beyond just saving them. These options include:
a) Refund – Used when you need to return money directly to the client rather than keeping it as an open credit. This is common when the customer no longer has outstanding invoices to apply the credit against.
b) Void – Cancels a credit note that was created incorrectly. Unlike deletion, a void action typically leaves a record for auditing but prevents the credit from affecting financial balances.
c) Attach File – Enables you to upload supporting documentation, such as product return receipts, damage reports, signed agreements, or customer correspondence. This strengthens the audit trail.
d) Delete – Permanently removes the credit note from the system. This option is usually restricted to prevent misuse and is only allowed if the credit note has not been applied or reported.
Sections Within a Credit Note
Each credit note contains additional subsections that provide deeper insights into how it is being used:
a) Invoices Credited – Displays a list of invoices that the credit note has been applied against. This is particularly useful when a single credit note is used to adjust multiple invoices.
b) Refunds – Sho
ws any direct refunds that have been issued back to the customer based on this credit note.
c) Reminders – Allows you to set follow-ups, for example reminding the finance team to process a refund, or notifying account managers to inform clients about the adjustment.
