Credit Notes & Refunds

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The Finance Management area allows you to create and search for credit notes and record refunds.

Finance

 

Finance Management

 

Credit Notes

To access and edit financial data, users will need the following permissions:

  • Users must have Financial permissions enabled to be able to add, view, update and delete appropriate financial records in the system.
 

Tip: Finance codes need to be created in your account before you will be able to assign them to a line item in a credit note.

 

Note: The Finance Master permission is a much higher level permission that allows greater control over finance data and enables the user to alter and remove previously locked down items. Be wary of providing this access to users in your system so that the integrity of your financial data is maintained.

 

Warning: You will need to ensure that you have a Credit Note Seed set in the Additional Options of your System Settings before you will be able to set a credit note. This will set the number of the first credit note created in your system and cannot be changed once it has been set. Please refer to our Additional Options help article for further information.

Search credit notes

  1. Hover over the Search icon
  2. Enter your search terms
  3. Click Search
  4. Click on a credit note to view it
 

Tip: Click Advanced Search to show additional fields to include in the search.

 

Note: To view all credit notes stored within your system, leave all fields blank and click Search.

Create a credit note

When navigating to the Credit Note tab of the Finance Management page, the initial screen is a form for credit note creation. When a credit note is first created it will be Open until a credit note number has been issued. Refunds are unable to be applied before a credit note number is issued.

  1. Click New from the menu on the left
  2. Select a Contact from the system to apply the credit note to
  3. Select a Finance Code
  4. Set the Quantity
  5. Enter an Item Description
  6. Set the Unit Cost
  7. Click the Green Tick icon to confirm the line item
  8. Click the Plus icon to add additional line items as needed
  9. Issue Credit Note Number, Lock Line Items or Finalise the invoice as required
  10. Click Save

Issue Credit Note Number

Issuing a credit note number will assign a number to the credit note so it will no longer appear as AUTO and allow refunds to be recorded. Once a number is issued you will no longer be able to delete the credit note.

Lock Line Items

Locking line items will allow no further changes to line items within the credit note. Line items cannot be locked without also issuing a credit note number. Once the line items have been locked you will no longer be able to:

  • add line items
  • update line items amounts
  • delete line items
  • delete the invoice
 

Note: The total amount of the line items must be greater than zero before they can be locked.

Finalise

Finalising a credit note will allow no further changes to the invoice details to be made. Credit notes cannot be finalised without also locking the line items and issuing a credit note number. Finalising will allow you to offset invoices and export credit notes to external accounting systems if an integration has been configured. After a credit note has been made final, you will no longer be able to:

  • add line items
  • update line items amounts
  • delete line items
  • delete the credit note
  • update the credit note details
 

Tip: Hover over Refunds in the menu on the left and click Show Applied Amounts to view the refunds that have been applied to the credit note.

 

Warning: Locked credit notes can be unlocked by those with the Master Finance Permission. Please be aware that making changes to locked credit notes may compromise the integrity of your financial data.

Update Line items

  1. View a credit note
  2. Click the Update icon next to a line item
  3. Make changes to the line item as required
  4. Click the Tick icon to apply the changes
  5. Click Save
 

Tip: Click the Plus icon to add another line item to the credit note. Click the delete icon when updating a line item to remove it from the credit note.

 

Note: Line Items cannot be added once a credit number has been issued. Line items cannot be updated or removed after a refund has been recorded or if the credit note has been finalised.

Record a refund

Refunds recorded in the system need to be set against a credit note. Once a refund has been recorded, it will be credited against the student's finance summary.

  1. View a credit note
  2. Hover over Refunds on the menu on the left
  3. Click Record Refund
  4. Select the Payment Method
  5. Set the Payment Amount
  6. Click Record Refund
 

Tip: Recording a refund is also possible by clicking the Refunds tab, selecting the appropriate contact, payment method and amount and then clicking on the corresponding credit note to apply the refund.

 

Note: A refund can only be applied against a credit note when a credit note number has been issued.

 

Warning: If the refund amount is greater than the credit note amount, only the credit note amount will be able to be refunded.

Offset an invoice

Offsetting an invoice can be used to credit the value of existing invoices that have been locked or finalised due to administrative errors or changes to the student's enrolment. Invoice offsets differ to refunds as a refund signifies that a contact is having funds returned to them. Both refunds and offsets will be credited against the student's finance summary.

  1. View a credit note
  2. Hover over Refunds on the menu on the left
  3. Click Offset an Invoice(s)
  4. Set the Amount
  5. Click Record Invoice Payment
  6. Click Yes to confirm
 

Tip: This function is useful in a scenario where a student has enrolled into Workshop A, has been invoiced and paid the invoice and then wishes to move to Workshop B which has a lesser tuition value. Two Credit notes can be created, one for the value of Workshop B and one for the refund amount. You would need to first transfer the student from Workshop A to Workshop B and then invoice the student for Workshop B. Offset the first credit note against Workshop B's invoice and then issue a refund for the remaining balance from the second credit note.

 

Note: Invoices can only be offset with a credit note if the credit note has been issued a number and finalised.

 

Warning: The offset amount cannot exceed the value of the credit note.

Send a credit note

Credit notes are able to be manually sent to contacts in the system via templates.

  1. View a credit note
  2. Click the Send icon
  3. Select a template Category
  4. Select a Template
  5. Edit the template as required
  6. Click Email
  7. Set the sender and recipients of the email
  8. Click Send
 

Tip: Please refer to our Template Communication help article for further information.

Void a credit note

Credit notes that have been issued a credit note number can no longer be deleted but can instead be voided. A credit note number is required before a credit note can be voided.

  1. View a credit note
  2. Hover over the More icon
  3. Click Void Credit Note
  4. Click Yes to confirm

Unvoid a credit note

Voided credit notes can be unvoided by users with the finance master permission.

  1. View a voided credit note
  2. Hover over the More icon
  3. Click Unvoid Credit Note
  4. Click Yes to confirm
 

Warning: Unvoiding credit notes may cause inconsistencies with your financial data.

Delete a credit note

Credit notes cannot be deleted if a credit note number has been set, the line items have been locked or the credit note has been finalised.

  1. View a credit note
  2. Hover over the More icon
  3. Click Delete credit note

Credit Notes & Refunds Webinar

This webinar demonstrates:

  • Processing full and partial Cash Refunds
  • Raising a Credit Note
  • Offsetting an invoice

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