Credit note - Actions

In the "Customers - Credit notes" section of AbaNinja, you have various actions available to you to efficiently manage your credit notes. The most important actions at a glance:

• Mark as sent: Set the status of the credit note to "Sent" to document the shipment internally. This is important for accounting and tracking.
• Print: Print the credit note directly, for example for your records or to pass on to the customer.
• Convert to template: Save the credit note as a template to quickly reuse it in similar cases.
• Duplicate: Create an identical copy of the credit note to process similar transactions without having to enter the data again.
• Enter payment: Record a payment when the credit note is offset against an open invoice or a refund is made to the customer. This function is particularly relevant when credit notes are to be offset against invoices.
• Display activities: View the history and all actions performed on the credit note - ideal for internal traceability.
• Archive: Move the credit note to the archive when it is completed but still needs to be available as proof.
• Restore: Restore an archived credit note if it is needed again.
• Cancel: Reset the credit note if it is incorrect or no longer needed. This sets the status to "Draft".
• Definitely cancel: Mark the credit note as definitely cancelled so that no further changes are possible.
• Delete: Permanently remove the credit note if it is still in the "Draft" status and there are no further dependencies.

Benefits

With these actions, you can map the entire life cycle of a credit note digitally - from creation to shipment, offsetting against invoices, to archiving or deletion. This ensures seamless documentation and efficient, audit-proof management of your credit notes.

Notes and tips

• Credit notes can only be deleted if they are still in the "Draft" status and there are no further dependencies. Otherwise, it is recommended to cancel and archive the credit note.
• The "Enter payment" function is particularly useful when you want to offset credit notes against open invoices. This can be done directly in the detail view of the invoice or credit note and is automatically booked correctly.
• With "Convert to template" and "Duplicate", you save time with recurring or similar credit notes.
• Archived credit notes still count towards the document limit of your account. Therefore, check regularly which documents you really need to keep.
• With "Display activities", you always have an overview of who made which changes when - helpful for queries or for internal control.