Credit notes

A credit note is a negative invoice: it carries an amount in the member's favour, which is deducted by itself from their next invoice, or it cancels an invoice already sent. It carries the CN badge in the list and follows the same numbering as the invoices.

For a cancelled camp, an amount paid twice or a goodwill gesture from the club:

1. 1Click New › Invoice.
2. 2Choose the member in To, then type the subject in Subject.
3. 3Type the line with a negative Price, for example -120.
4. 4Click Send.

1. 1Tothe member, family or company that receives the amount.
2. 2Subjecttaken over on the credit note.
3. 3The linea negative price. Choose the product account of the sale being refunded, here the event registrations.
4. 4Credit note totalas soon as the total is negative, the invoice becomes a credit note.

The credit note goes out like an invoice, by email or by post, with a PDF titled "Credit note". The member has nothing to pay.

1. 1Record paymentrefunds the amount in cash (see "Refunding in cash").
2. 2Credit note 1015its number and its status.
3. 3The linethe negative amount.
4. 4Balance in your favourthe amount the club owes the member.

You have nothing to do: on the member's next invoice, GestiClub deducts the credit note. This applies to all their invoices: subscriptions, a one-off invoice, a test pass or an event registration.

1. 1Total billedthe amount of the new invoice, here 180.00.
2. 2Settlements & deductions"Credit note deduction No. 1015" takes off 120.00, and the Amount due drops to 60.00. The deduction also appears on the invoice's PDF.
3. 3The credit note usedits initial amount, the share used on this invoice and the balance left in the member's favour.

• The deduction is made when the invoice is created, on the total after discount. It counts as a settlement: the invoice's lines do not change.
• If the credit note is larger than the invoice, the rest waits for the next invoice. An invoice fully covered still goes out, already paid.
• The oldest credit notes are used first. A credit note fully used joins the paid invoices.
• A member's credit note is deducted from their own invoices; a family's, from the family's grouped invoices; a company's, from the company's invoices.
• The invoices created before the credit note do not change: to settle them, use Record payment or wait for the next invoice.

To pay the amount to the member rather than deducting it, select the credit note, click Record payment, then choose Settle the credit note, the date and the account the money leaves from. Refund a down payment pays only part of it; the rest will be deducted from the next invoice. Refund before the member's next invoice: otherwise the credit note is already deducted from it.

Select the invoice, then click Cancel via credit note or Cancel, depending on your accounting:

• Cancel via credit note: an invoice that is Sent, in accounting with debtors: a credit note, prefixed "Cancellation - ", settles the invoice.
• Cancel: an invoice never sent, or accounting without debtors: the invoice is simply cancelled.

1. 1The effecta credit note, a reversed copy of the invoice.
2. 2Reasonoptional.
3. 3Confirm cancellationcancels the invoice.

The cancelled invoice disappears from the lists; its credit note, already settled, joins the paid invoices.