Make sure to familiarize yourself with this topic first: https://xtrf.userecho.com/knowledge-bases/6/articles/163-how-to-create-credit-notes
Unfortunately, there is no fully automated process to deduct Credit Notes from future Invoices, however the below solution can be proposed:
- Create 2 categories for invoicing for Client Invoices: Credit Note – resolved and Credit Note – unresolved.
- Create a view in the Invoices module that shows only documents marked with the Credit Note – unresolved category.
- In the project where you want to issue a credit note you create a New Task (language independent one with Empty Workflow, set to be Invoiceable). Force Status to Ready in Jobs tab.
- In this task, create a Receivable where quantity will be "1", and Rate will be "-100". Job type may be "translation" or whatever really but you may want to enter "Credit Note" in the receivable's Description field. Alternatively, you can create new Job Type named "Credit Note" and use it. (The following article explains it in detail: https://xtrf.userecho.com/knowledge-bases/6/articles/163-how-to-create-credit-notes)
- In Finance tab, create an Invoice. Create Items using Add an Item for Each Task Receivable button. The invoice will have negative total.
- Categorize the invoice as Credit Note – unresolved.
- Select the template – you will need a custom document template first, if you wish to send credit notes as a PDF with positive total.
After sending such an invoice to Client, its Payment Status will be shown as Fully Paid. Therefore:
- When invoicing Client next time, open the view you created in step 2. Check this view to see if the Client has any credit that needs to be offset when you create an invoice.
- To include the negative item on a normal invoice, manually add an item like this:
This adjusts the Net and Gross Total of the invoice accordingly:
- To mark a credit note as offset, change its category to Credit Note – resolved.
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