Credit notes

A credit note is a credit or refund you grant a customer — to correct a billing error, compensate for downtime, or as a goodwill gesture. In the CRM they live under Finance > Credit Notes, and an active credit reduces what the customer owes.

The credit notes list

The Credit Notes page shows stat cards for Total Credit Notes, Active Balance and Total Issued, above a table listing each note's number, customer, amount, reason, Status and who issued it. A credit note's status is one of:

• Active — the credit is available and reduces the customer's outstanding balance.
• Applied — the credit has been consumed against charges.
• Cancelled — the credit has been voided and no longer applies.

Filter the list by credit number or customer, and by status.

Issuing a credit note

Press New Credit Note and complete the dialog:

• Customer — the account to credit (locked once the note is saved).
• Amount — the credit value (no negatives).
• Reason — Service Issue, Billing Error, Overcharge, Downtime Compensation, Customer Goodwill, Refund or Other.
• Notes — any supporting detail.

New credit notes are created as Active, stamped with the issuer and date, and given a credit number in the form CN-YYYYMMDD-XXXX.

How a credit affects the balance

Because an active credit reduces the customer's outstanding balance, it feeds straight into their account statement and into the balance shown on their profile. Editing a note lets you change its status — for example marking it Cancelled to withdraw a credit — and the balance is recalculated accordingly.