Step 1. Create the credit note
You have two options for creating a credit note: start from an existing invoice to generate a credit note that includes all its details, which you can then modify, or create a credit note from scratch. Here are the two options.
Option 1. Create a credit note from an existent invoice
On the main page, click "Billing & products", click "Invoices", and click the "Invoices" tab.
Identify the specific invoice you want to refund.
Locate the three dots (...) button associated with that invoice and click on it.
Select "Create a credit note" to initiate the refund process.
You have the option to modify the product descriptions lines if needed by clicking the three dots button next to each line
Within the credit note creation screen, click "Send" to put the credit note into an "open" state, draft credit note will not be usable
Select "Send" if you just want to put the credit note into an open state.
Select "Send with email notification" if you want to put the credit note into an open state and notify the customer via email
Your credit note is now ready to be used on an invoice, refer to the Step 2 explained below.
Archie Tip: You can review the credit note recently created by going back to Invoices, and clicking the credit notes tab. This credit note must remain in Open status if you want to use it with a future invoice
Option 2. Create a credit note from scratch
On the main page, click "Billing & products", click "Invoices", and click the "Credit notes" tab.
Click the Actions button at the top right
Select "Create a credit note"
Type the user that will be associated to the credit note
Click Confirm
Click the add line button
Type the name, description, and price of the item that you will be refunding
Review the rest of the information and click Confirm
Repeat this step if you want to add another line
Within the credit note creation screen, click "Send" to put the credit note into an "open" state, draft credit note will not be usable
Select "Send" if you just want to put the credit note into an open state.
Select "Send with email notification" if you want to put the credit note into an open state and notify the customer via email
Your credit note is now ready to be used on an invoice, refer to the Step 2 explained below.
Archie Tip: You can review the credit note recently created by going back to Invoices, and clicking the credit notes tab. This credit note must remain in Open status if you want to use it with a future invoice
Step 2. Apply the credit note to an open invoice
On the main page, click "Billing & products", click "Invoices", and click the "Invoices" tab.
Identify the specific invoice you want to apply the credit note to.
Locate the three dots (...) button associated with that invoice and click on it.
Click "Make a payment"
Select "Credit note" as a payment method
Set the amount to be paid from that credit note
You can use the full amount set to the credit note or a partial amount
Specify the date and time for the transaction.
Indicate whether you want to send an email notification about the refund.
Click Confirm
You’re done! You will see that the invoice is now marked as fully or partially paid, depending on the amount of the credit note applied.
