Create, send and handle credit note

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

A sales note you created from Yuki and sent to your customer can be credited in Yuki in two ways. This depends on whether you want to credit all or only part of the sales invoice.

It goes without saying that creating a credit note will reduce the revenue in your administration. The excess VAT recorded  is automatically corrected in the draft VAT return. The excess VAT paid is automatically reclaimed in the draft VAT return of the next VAT accounting period.

Credit a sales invoice from outside Yuki

When you want to credit a sales invoice that was not sent from Yuki, you always have to manually create a new credit note.

Issue credit note via Yuki Sales web service

If you use the Yuki Sales web service (API) to create your sales invoices in Yuki, credit notes are automatically created from all invoices with a negative invoice amount in the supplied XML message.

Set default payment method for credit note

To set the default payment method for a credit note:

• click on the Settings icon in the navigation bar
• in the now-opened screen, in the Sales section click on Sales settings
• in the now-opened screen, under Invoice locate the  Payment method credit sales invoice field

Here, you can select one of the following payment methods: 

• Will be refunded: the credit note appears in the outstanding debtors or in the payment list (Yuki Payment service)
  
  For a detailed description, see article Yuki Payment service (Payment list).
  
  ATTENTION!
  If payment list security is activated in the domain, the new credit note will receive the payment status 'Pending approval' by default. The credit note must then first be released for payment before it enters the payment list.
  
  For a detailed description, see article Set up payment list security.
  
  
• To be offset: the credit note can be matched with one or more outstanding sales invoices of the relevant customer and is thus settled.

While creating the credit note, the payment method can still be changed manually.

Create credit note

In Yuki, you can issue a full or partial credit note for a sent sales invoice.

Credit sales invoice in full

Open the sent sales invoice you want to credit in its entirety from Archive or Sales, then click on the Credit note button. 

The total amounts of all sales items on the sales invoice will be credited.

The following screen is opened:

Partial credit sales invoice (one or more sales items)

Copy the sales invoice by opening it and then clicking on the Copy button.

OR

Create a new sales invoice and then put a minus sign in front of the price or quantity of one or more sales items you want to credit. 

The VAT amount of the credit note is automatically adjusted.

TIP!

You can also create some credit sales items in advance.

Yuki automatically adds the text 'Credit note for invoice [invoice number]' to the subject of the invoice.

View screen preview of credit note

In the opened credit note, click on the Next button to view a screen preview of the credit note. The text 'Credit note' is shown at the top left of the credit note.

Move logo on credit note

The text 'Credit note' will not be visible on the credit note if your company's logo is on the top left of the sales invoice. In that case, move the logo on the invoice layout to the right.

Save credit note

The credit note can now be saved as an invoice to be sent ('Invoices ready to be sent' overview) or draft invoice ('Draft invoices' overview) by clicking on the Save button.

Send credit note

A credit invoice can be sent from two locations:

• From an opened credit note
  An opened credit invoice can be processed directly in the administration and sent to the customer by clicking on the Next button and then click on the Process button.
  Be sure to check the invoice date and/or the sending method before actually sending the credit note.
  
  
• From the Invoices ready to be sent work list
  From the Invoices ready to be sent worklist, the credit note can be sent by opening the relevant invoice and then, after checking the screen preview, invoice date, and sending method, clicking on the Process button.
  
  

Handle credit note

Once the credit note has been processed in the administration, it must be processed further in relation to the original sales invoice..

Credit unpaid sales invoice in full

When a full credit is issued, the credit note is, as it were, linked to the unpaid sales invoice. As a result, both invoices are marked as ‘Fully received’ in Yuki. The original sales invoice is removed from the ‘Outstanding invoices’ list.

Partial credit unpaid sales invoice

In the case of a partial credit, the credit invoice must be manually matched with the unpaid sales invoice. The original invoice remains in the “Outstanding invoices” overview and is marked as 'Partially paid', indicating that the customer still needs to pay the remaining amount.

Full or partial credit of paid sales invoice

Will be refunded:

• Outstanding debtors: the amount of the credit note must be transferred manually.
• Payment list (Yuki Payment service): the amount can be transferred manually or via a SEPA payment file.

To be offset:

The credit note must be manually matched with the customer’s unpaid sales invoices. These matched invoices are marked as 'Fully received' or 'Partially paid'. Customers must still pay any remaining amount.