Create, send and handle credit invoice

Disclaimer

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

A sales invoice 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 invoice 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.

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

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

Payment method credit invoice

In the 'Invoice' settings (in the 'Sales settings'), the default payment method of the credit invoice can be specified: 

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

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

Create credit invoice

You can credit all or part of a sales invoice sent in Yuki:

• 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 invoice button. The total amounts of all sales items on the sales invoice will be credited.
  
  
  The following screen is opened:
  
  
  Yuki automatically adds the text 'Credit invoice for invoice [invoice number]' to the subject of the invoice.
  
  
• 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 invoice is automatically adjusted.
  
  
  TIP!
  You can also create some credit sales items in advance.
  
  Yuki automatically adds the text 'Credit invoice for invoice [invoice number]' to the subject of the invoice.
  
  In the opened credit invoice, click on the Next button to view a screen preview of the invoice. The text 'Credit Invoice' is displayed at the top left of the credit invoice.
  
  

ATTENTION

The text 'Credit Invoice' will not be visible on the credit invoice 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.

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

Send credit invoice

The opened credit invoice can also be processed directly in the administration and sent to the customer by clicking on the Next button and then on the Process button. Do check the invoice date and/or sending method before actually sending the credit invoice.

From the Ready to be sent work list, the credit invoice can be sent by opening the relevant invoice and then clicking on the Process button after checking the screen preview, invoice date and sending method.

Handle credit invoice

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

Credit unpaid sales invoice in full

The credit invoice sent to be offset is linked to the unpaid sales invoice, so to speak, causing both invoices to be marked as 'Fully received' in Yuki. The original sales invoice disappears from the 'Outstanding invoices' overview.

Partial credit unpaid sales invoice

The credit invoice sent to be offset must be manually matched with the unpaid sales invoice. The original sales invoice remains in the 'Outstanding invoices' overview and is marked as 'Partially paid'. The remaining amount of the sales invoice has yet to be paid by the customer.

Full or partial credit of paid sales invoice

The sent to be refunded credit invoice will end up in:

• the outstanding debtors: the invoice amount must be transferred manually
• the payment list (if you are using the 'Yuki Payment service' functionality): the invoice amount must be transferred manually or by means of a SEPA payment file..

The credit invoice sent to be offset must be manually matched with one or more of the customer's unpaid sales invoices. These sales invoices are then marked as “Fully received” and/or “Partially paid. Any remaining balance on a sales invoice must still be paid by the customer.