This guide explains how to create, edit, and manage credit notes in Ordermentum. It also covers how to notify customers and how credit notes are applied to payments.
Table of Contents:
Introduction to Credit Notes
Credit notes in Ordermentum are used to adjust customer invoices, allowing you to provide refunds or discounts for returned or damaged goods, pricing errors, or other issues.
Once created, credit notes can be applied automatically to outstanding invoices, helping streamline your financial processes.
Creating a Credit Note
Navigate to the Customer’s Page:
Start by going to the customer’s page where you want to issue the credit note.Select "Create Credit Note" from the Dropdown:
Use the dropdown menu to select "Create Credit Note."
Enter Credit Note Details:
Issue Date: Choose the date on which the credit note will be issued. This date can affect the timing of payments if processed through Ordermentum.
Add Products: Include the products that the credit note will cover, specifying the quantity and any price adjustments.
Custom Message: Optionally, add a customised message for your reference or for the customer.
Save the Credit Note:
After entering all the details, save the credit note. It will now be available for review and application.
Notifying Customers
Once you create or edit a credit note, you can notify the customer through Ordermentum:
Automatic Notification:
Customers are automatically notified via email when a credit note is issued or edited.Customer Portal Access:
Customers can log in to Ordermentum and view their credit notes under the "Orders" menu
Applying a Credit Note
Automatic Application:
When a customer makes a payment through Ordermentum, the platform automatically checks for any outstanding credit notes. These are credit notes that have been issued but not yet applied or canceled.Adjusting the Due Amount:
The payment due amount will be adjusted by the credit note's value. If the credit note value is less than the invoice total, the credit note will be applied, and its status will change to "Applied."Remaining Balance:
If the credit note value exceeds the invoice total, the remaining balance will stay active and attempt to apply to the next payment.
Viewing and Managing Credit Notes
Ordermentum provides several options for viewing and managing your credit notes.
Viewing an Existing Credit Note
Global Search:
Use the global search bar at the top right of the screen to find credit notes by CN# or customer name.
Credit Note List Page:
Navigate to the "Credit Note" list page via the navigation menu. This page displays all credit notes, categorised by status (Issued, Applied, or Canceled).
Editing or Canceling a Credit Note
Editing a Credit Note:
Make adjustments to products, line items, or add a message.
After editing, save the changes. You will need to re-issue the credit note if you want to notify the customer of the changes.
Canceling a Credit Note:
If the credit note is still editable (not yet applied or canceled), you can cancel it to prevent it from being applied.
Note: Once a credit note is canceled, it cannot be undone.