Refund a client after a credit note
A credit note doesn't move money. Record the refund with «Add payment» in the credit note's «Payments» card, as money going out.
People with the «Sales» permission in edit mode and the «Treasury» permission in edit mode.
You need at least one treasury account to record the refund.
The credit note for the 20 chairs says that you owe Landmark Venues money, but it doesn't pay it. The client had already paid the wedding invoice in full, so you send the difference back by bank transfer. Then you record that transfer on the credit note, so your books show the money going out.
Neither creating nor approving a records a refund, and it doesn't copy the invoice's payments. The refund is a payment you record yourself, on the credit note's page.
Record the refund
- Open the credit note Find it in «Sales» → «Invoices».
- Click «Add payment» It's in the «Payments» card, in the right column.
- Enter the refund Type the amount you sent back, the date, the payment method and the treasury account it left from.
- Save it Filmo records the payment and links it to the credit note.
Filmo records it as money going out to the client. The «Payments» card compares it with the credit note's total, shown as a positive amount.
Warning: In the same window, «Link existing payment» only lists incoming payments from the client, so a refund you already recorded in Treasury as money going out doesn't appear there. Record the refund from the credit note's «Payments» card.
What doesn't change
- The keeps its payments and its . The refund is recorded on the credit note, not on the invoice.
- If you void the credit note later, the refunds recorded on it stay. Correct them in Treasury.
Other ways to do it
Credit notes from other systems
On a credit note imported from another system, you record refunds as usual. On one synced from your accounting program, the refunds arrive from that program and the «Payments» card is read-only. See Invoices imported or synced from other systems.
Refund a simplified invoice
Simplified rectifying invoices are refunded differently. See Refund a simplified invoice.
If you see an error
| Message | What to do |
|---|---|
| Treasury account is required | Choose the account the money left from. |
| A permission error when you save | You need the «Treasury» permission in edit mode. Ask an administrator, or ask someone who has it. |
| The «Payments» card shows no «Add payment» | The credit note is synced from your accounting program. Record the refund there. |
Frequently asked questions
No. It only records that the amount is credited. You return the money yourself and record the refund as a payment.
The credit note doesn't change the invoice's payment status, so the invoice still shows what's pending in full. How you settle the difference with the client is recorded in Treasury. See How payments reach an invoice.