BeeQube Documentation

Appearance

Credit Notes ​

The Credit Notes module lets you issue credit back to customers for returns, refunds, or billing corrections. A credit note reduces the amount the customer owes and is usually linked to the original invoice so the customer’s balance updates automatically.

When to Use ​

  • Returned or damaged goods
  • Overbilling / pricing errors
  • Post-invoice discounts or adjustments
  • Reversal of tax/shipping charged in error

Create a Credit Note ​

  1. Go to Credit Notes → New Credit Note.
  2. Select the Customer and, if prompted, choose the Original Invoice this credit applies to.
  3. (Optional) Add a Reference (e.g., RMA/Return No., prior invoice no.).

Enter Details ​

  • Line Items: Add the products/amounts being credited.
    • For returns, use negative quantities (or amounts) and add a reason (e.g., “Damaged goods returned”).
  • Taxes/Discounts: Adjust as needed to mirror the corrected totals.
  • Notes: State the cause (return, overcharge, partial refund) for audit clarity.

Save & Send ​

  • Click Save.
  • Email or Download PDF / Print to share with the customer.
  • The customer’s Accounts Receivable balance is reduced by the credit amount.

Apply Credit ​

  • If not used immediately, the credit sits on the customer’s account as Available Credit.
  • Later, apply it to future invoices via Receive Payments (or the apply-credit action in the customer/invoice view).
  • Partial application is supported; the remaining amount stays available as credit.

Accounting Impact (at a glance) ​

  • Revenue/Tax reversal for the credited portion of the sale.
  • AR decreases by the credit amount (either against the original invoice or as unapplied credit).
  • If you refund cash instead of applying to another invoice, record a customer refund from the appropriate bank/cash account.

Statuses & Actions ​

  • Statuses: Draft, Sent, Applied (Partially/Fully), Refunded, Voided.
  • Actions: Edit, Duplicate, Email, Download PDF, Print, Apply to Invoice, Issue Refund, Void/Delete.

Tips ​

  • Always link to the original invoice when the credit relates to a prior sale for clean audit trails.
  • Use clear Reasons/Notes (return, price correction, warranty) on each credit line.
  • If items are tracked, ensure related inventory movements (put-back, write-off) are handled per your workflow.
  • Align tax treatment on the credit note with the original invoice to keep tax reports consistent.