Create a credit note for an order
Questions:
- How do I create a credit note for an order?
- How do I correct an invoice for an order?
Description:
There are many cases when the invoice that has already been created for an order needs to be corrected. Some examples are
- when an order is partially cancelled
- if a price reduction is granted due to a complaint
- if VAT is subsequently waived due to a delivery to a third country (e.g. Switzerland).
All these cases make it necessary to intervene manually in the document process. TYRIOS offers 2 different procedures for this. You must decide which document type you want to work with. A credit note or an invoice correction is conceivable. When making your choice, it is important that the process and the connection to the invoice can be traced in the event of a tax audit. In the following, we assume that a credit note is to be created.
Solution:
Direct creation of a credit note:
- As a user with extended rights, go to the customer area > Order management > Create document manually
- Select the user and the billing address. The delivery address depending on the situation.
- Select the type "Credit note from" as the document type.
- Enter the order number in the order number so that a reference can be made later. Note that this entry only shows the order number. The document will not be listed in the order later, as the document was created manually.
- Enter a reference to the invoice and a reason for the receipt in the preliminary text
- Enter the corresponding credit note in the voucher items. You are completely free to fill it out and can also enter the omission of VAT, for example.
- Ideally, enter in the closing text how the customer receives the money from the credit note. If you have already stored a template text for the customer (as part of the regular customer fulfilment), this text is automatically adopted.
- Save the receipt and it will be published automatically.
- Then send the receipt to the customer by email.
Creation from an order:
We generally recommend that you create the receipt directly from the order. This links the receipt directly to the order. This has several advantages:
- The credit note can be found in the order under the "Receipts" tab.
- All communication - especially e-mail communication with the customer - can then also be found in the order.
Proceed as follows:
- As a user with extended rights, go to the customer area > Order management > Manage orders
- Search for the relevant order and click on the view (desktop icon)
- Select the "Create document from order" function in the order options. A document is created from the order and opened in draft mode.
- change the voucher type to "Voucher".
- Edit the order items. Please note that the automatically created items are linked to the items in the order and cannot be changed. Depending on the purpose of the voucher, you must now remove these items and add further manual items.
- Save the voucher. It now appears automatically in the order and can be sent to the customer by email.