Managing Credit Notes
Edit Credit Note
You can change the details of your existing credit note. Here’s how:
- Go to Credit Notes on the left sidebar.
- Select the credit note that you want to edit.
- Click Edit at the top.
- Make the required changes and click Save.
Download Credit Note
You can download your credit note as a PDF. Here’s how:
- Go to Credit Notes on the left sidebar.
- Select the credit note that you want to download.
- Click the PDF/Print dropdown and select PDF to download the credit note.
Print Credit Note
To print a credit note:
- Go to Credit Notes on the left sidebar.
- Select the credit note you want to print.
- Click the PDF/Print dropdown and select Print
- Check the preview and click Print.
Void Credit Note
Sometimes, you might not want a credit note to be a part of your sales transactions. At the same time, you might not want to delete it either. In such a case, you can choose to void the credit note. Here’s how you can do it:
- Go to Credit Notes on the left sidebar.
- Select the credit note you want to void.
- Click the More icon and select Void.
- Enter the reason to void.
- Click Void it.
If you want to make the credit note active again, you can convert it to draft. Here’s how:
- Go to Credit Notes on the left sidebar.
- Select the credit note (in the Void status) that you want to make active.
- Click the More icon and select Convert to Draft.
- Enter the reason to make the credit note active.
- Click Convert to Draft.
Note: If you unvoid a credit note, it will be in the Draft status by default. You would have to convert the credit note to Open for it to be an active transaction again.
Attach Files to Credit Note
You can attach up to 3 files to each credit note. The size limit for each file is 10 MB.
To attach files to your credit note:
- Go to Credit Notes on the left sidebar.
- Select the credit note to which you want to attach the file(s).
- Click Upload files at the top of the page.
- Select a document from your system to upload.
You can Download or Delete the files by clicking the options below the uploaded files. If you want your customer to view this file through customer portal, click Enable below the uploaded file.
Filter Credit Notes
By using the available filters, you can filter the credit notes based on your preferences.
- Go to Credit Notes on the left sidebar.
- Click the All Credit Notes dropdown at the top to choose the filter of your preference.
| Options | Description |
|---|---|
| All | All your credit notes will be listed. |
| Draft | Credit Notes that are in the draft status will be listed. |
| Pending Approval | Credit Notes that are yet to be approved will be listed. |
| Approved | Approved Credit Notes will be listed. |
| Open | Credit Notes that are in Open status will be listed. |
| Closed | Credit notes that were applied to invoices or refunded fully will be listed. |
| Void | Credit Notes that were voided will be listed. You can void a credit note if you have created it by mistake but still choose to have it in the system for reference. The voided credit note will not affect the accounts and reports. |
Custom Views
Set a criteria and the system will list the credit notes accordingly.
- Go to Credit Notes on the left sidebar.
- Click the All Credit Notes filter at the top and click + New Custom View.
- Provide a name, define a criteria for the filter and choose the columns to be displayed when the custom view is applied. You can also choose if other users can view and use this custom view or only you can use it.
- Click Save.
Export Credit Notes
You can export all your credit notes in Zoho Invoice in CSV, XLSX or XLS format. Here’s how:
- Go to Credit Notes on the left sidebar.
- Click the More Actions icon in the top-right corner.
- Select Export Credit Notes.
- Select the format of the export under Export As, and fill in the other necessary fields.
- Click Export.
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