What a credit note changes: invoice, profitability, portal and accounting
An approved credit note shows on its invoice, subtracts from the order's actual revenue and reaches the portal. The invoice and its payments don't change.
Anyone with the «Sales» permission sees these effects. Turning on the automations is up to whoever manages your workflows.
When you correct a sale, the correction has to show up everywhere the sale did: on the invoice, in what the job earned, in what the client sees and in your accounts. This is what a credit note changes in each place, and what it leaves alone.
Take the for the 20 Chiavari chairs Landmark Venues sent back. Once approved, it shows up on the wedding invoice, takes the chairs off the order's revenue and appears in the client's portal. It doesn't touch the invoice's payments, and it doesn't reach your accounting program unless an automation sends it.
On the original invoice
- Once approved, the credit note appears on its , under «Credit notes» in «Related documents». A draft doesn't appear yet.
- If you void the credit note later, it stays in that list.
- The invoice doesn't change: it keeps its status, its payments and its . An unpaid invoice credited in full still shows «Pending».
On the order's profitability
- When a credit note linked to an order is approved, its subtotal and total are subtracted from the order's actual revenue.
- When it's voided, it stops being subtracted. Drafts never count.
- A has no order, so it doesn't change any order's figures. Simplified rectifying invoices don't count either.
See Order profitability.
In the client portal
- A client with a account sees their credit notes under «Credit Notes», except drafts, with the status «Issued» or «Voided».
- Each credit note shows the , «Credit Note No.», «Original invoice», «Order», the issue date and the total, with the PDF, the files your team has shared, the history and the document chat.
- Simplified rectifying invoices don't appear in the portal.
How clients use the portal is explained in Approve and pay in the client portal.
e-Invoice
On an approved credit note, «⋮» → «e-Invoice» downloads it as an file. The file is marked as corrective and refers to its original invoice. It needs your business's tax country to be Spain and its tax ID, and it isn't available on a voided credit note or on one issued in another system. See Download an invoice as a Facturae e-invoice.
In your accounting program
Filmo doesn't send a credit note to Xero, QuickBooks or Holded just because you approve it. Two automation templates do it, once you turn them on in your workflows (see Accounting templates and the order to install them):
| Template | Programs | What it does |
|---|---|---|
| Send validated credit notes to {provider} | Xero, QuickBooks, Holded | When a credit note is approved, creates it in the program with its client and its lines by tax, and keeps them linked. Drafts aren't sent, and running it again doesn't create a duplicate |
| Void in {provider} the credit notes voided in Filmo | Xero, QuickBooks | When you void a credit note in Filmo, voids it in the program too. This can't be undone there |
Warning: The voiding template fails if the credit note has payments recorded against it, and no task is created to tell you. Check the run, and void the credit note in your accounting program yourself.
Approving a credit note doesn't submit it to the tax agency either.
Automations
Workflows can start when a credit note is created, updated, approved, voided or deleted. To run a workflow on one credit note, open it and click «⋮» → «Run workflow». See Start a workflow when something happens in Filmo and Run a workflow manually.
Up next
The credit note doesn't give the money back. To record the refund, see Refund a client after a credit note.