Credit Note Preferences

In the Preferences section, you can configure your settings for the credit notes you create. You can set default terms and conditions, add notes for your customers, lock your credit notes from being edited by other users, create custom buttons, and create related lists to access relevant information from inside or outside your Zoho Billing application. You can also add additional fields to your credit notes.

Credit Note QR Code

Note: To display the QR code in a credit note, make sure you’ve enabled the Show Credit Note QR Code option under Settings > Customization > PDF Templates > Credit Notes Templates.

You can add a QR code with custom information or a URL when you create credit notes for your customers. When you enable Credit Note QR Code, your customers can scan and view the information or access the URL you set. Here’s how you can enable QR codes in Zoho Billing:

Go to Settings on the top-right corner of the page.
Click Credit Notes under Sales.
In the General tab, slide the toggle near the Credit Note QR Code to Enabled.
By default, the QR Code Type will be set to Custom.
Click Configure, enter the custom message or insert placeholders to be displayed when scanned, and click Update.
Enter the QR Code Description.
Click Save.

Once saved, the credit notes you create will display the QR code.

If you wish to include QR codes in existing templates:

Go to Settings on the top-right corner of the page.
Select PDF Templates under Customization.
In the Templates pane, select Credit Notes.
Click Edit on the template where you want to include the QR code.
Go to the Other Details section of the template.
Check the Show Credit Note QR Code option.

Terms & Conditions And Customer Notes

Enter the terms & conditions and customer notes to be displayed in your credit notes. This content will appear in all credit notes created unless you update it while creating a credit note. Alternatively, you can also navigate to Settings > Preferences > Credit Notes to access the preferences of credit notes.

Approvals

When you set up transaction approvals for your organization, your employees can create transactions and submit them for approval. The user with approval access can verify the transactions and edit them (if required) before approving, thus preventing errors that might occur in the transaction. Learn more about Approvals.

Field Customization

Scenario: One of Sam's customers wants the credit note to include the reason the goods were returned. So Sam creates a custom field for it and ensures that the specific field is displayed on the credit note created for that particular customer.

Similarly, you can make use of Custom Fields to add additional details to your credit notes. To create a Custom Field:

Navigate to Settings > Sales> Credit Notes.
Click Field Customization and then click + New Custom Field.
Provide a name for your custom field in the Label Name section.
You can choose to make the custom field mandatory and display it on the PDF based on your preferences.
Click Save.

Learn more about Custom Fields.

Record Locking

You can lock your credit notes by restricting certain roles from performing actions such as editing, deleting, voiding, and so on.

Custom Buttons & Links

You can create new buttons in the Credit Notes module to perform specific actions for your transactions, or to open external links. You can create them using Deluge script and execute actions based on the functions you add.

You can fetch data from both the Zoho Billing application and third-party services with Related Lists, and view them in the Credit Notes module, making it easy to cross-reference information from different sources.

Custom Status

ENTERPRISE EDITION

In Zoho Billing, credit notes have a standard set of statuses such as Draft, Open, Void and Closed. However, with the Custom Status feature you can add a status of your own. When you do so, you need to select a ‘parent’ status from the set of default statuses present in Zoho Billing.

Whenever the credit note is in the parent status, you can change it to your custom status.

For example, let’s say you create a custom status named Under Review with the parent status being Draft. Now, a credit note in the Draft status can be marked as Under Review.

To create a custom status in Zoho Billing:

Go to Settings on the top right corner of the page.
Select Credit Notes under Sales.
Navigate to the Custom Status tab.
Click + New Custom Status.
Choose the parent status and enter the name of your custom status.
You can set your preferred label color and click Save.

To mark the custom status:

Go to Sales > Credit Notes.
Select a credit note which has the parent status you set for your custom status.
Click the More icon to view and mark the custom status.

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