Credit Note

The Credit Note feature in AureusERP helps businesses manage refunds and invoice adjustments easily. You can use credit notes to:

• Cancel or correct an existing customer invoice

• Record product returns

Credit Note Creation

There are two ways to create a credit note:

1. From an Existing Invoice (automatic credit note creation)

2. Manually from the Credit Notes menu

Method 1: Create Credit Note from an Invoice

Use this when you want to cancel or adjust a previously posted invoice.

Steps to Create

1. Navigate to Invoices → Customers → Invoices as shown in the below image.

   

2. Open the invoice you wish to adjust

3. Click on the Credit Note button

4. Fill in the popup form with:

   • Reason for credit note
   • Date of credit note

5. Click Submit

6. A draft credit note will be created

7. Review and click Confirm to post it

Method 2: Create Credit Note Manually

Use this when:

• You’re issuing a refund not linked to a specific invoice

• You want to manually enter the returned products or custom values

Steps to Create

1. Navigate to Invoices → Customers → Credit Notes → New Credit Note as shown in the below image.

   

2. Fill in the form as per the following sections:

   General Section

   This section collects general information about the credit note.

   • Customer: Select the customer from the dropdown list.
   • Invoice Date: Set the creation date of the credit note.
   • Due Date: Enter the due date for applying the credit.
   • Payment Term: Choose a payment term from the dropdown (e.g., Net 15, Immediate).

     🛈 Selecting a payment term will replace the Due Date field with an auto-calculated one based on the term.

   

   Invoice Lines

   • Click the Add Product button to add line items. The following fields will appear:

     • Product: Select the product to be credited.
     • Quantity: Enter the quantity.
     • Unit: Choose from Units or Dozens.
     • Taxes: Apply applicable tax rates.
     • Discount Percentage: Apply any discount.
     • Unit Price: Unit price of the product.
     • Subtotal: Auto-calculated value (Quantity x Unit Price - Discount) + Taxes.

     

   Other Information

   • Invoice

     • Sales Person: Select the responsible user.
     • Customer Reference: Enter customer-side reference.
     • Recipient Bank: Choose a bank account.
     • Payment Reference: Optional payment transaction reference.
     • Delivery Date: Enter delivery date if applicable.

     

   • Accounting

     • Incoterm: Choose international trade terms.
     • Incoterm Location: Enter specific location.
     • Payment Method: Select the mode of refund.
     • Auto Post: Toggle to automatically post the credit note.
     • Checked: Toggle to mark for review.

     

   • Additional Information

     • Company: Select issuing company (multi-company supported).
     • Currency: Default is USD but can be changed.

     

   • Marketing

     • Campaign: Link a marketing campaign if applicable.
     • Medium: Specify marketing medium.
     • Source: Identify lead source.

     

3. Action Buttons

   At the bottom of the form, you will find:

   • Create: Save and create the credit note.
   • Create & Create Another: Save and open a new blank credit note.
   • Cancel: Exit without saving.

Credit Note View (Post-Creation)

After clicking Create, the system redirects to the Credit Note View page.

Initial Actions (While in Draft)

• Edit: Modify credit note.
• Confirm: Finalize and post the credit note.
• Cancel: Mark the credit note as cancelled.
• Delete: Remove the credit note.

Credit Note After Confirmation

Once the credit note is confirmed, the following options become available:

• Pay: Opens a modal window with fields:

  • Amount: The credit amount.
  • Payment Date: Date of refund.
  • Partner Bank Account: Select a bank account.
  • Payment Method: Choose a refund method.
  • Communication: Credit note number (e.g., RINV/2025/05/13).

  🛈 Clicking Submit will update the credit note’s status to Paid.

• Reset to Draft: Reverts the credit note to editable draft mode.

• Preview: Opens a printable version of the credit note.

• Delete: Removes the credit note permanently.

Summary

The Credit Note feature in AureusERP streamlines the process of issuing refunds and adjustments to customer invoices. Whether created from an existing invoice or manually, credit notes can be customized with detailed line items, accounting information, and marketing data. The intuitive interface allows for easy management of credit notes through various actions such as editing, confirming, paying, and deleting. This ensures that businesses can maintain accurate financial records while providing excellent customer service.