Overview
Credit note reasons are the standard reasons you give when you credit a customer, such as a refund or a discount. This article explains how to view, add, edit and delete them.
1. Open Credit Notes in Settings
Go to Settings.
Under Finances, click Credit Notes.
You will see a list of your reasons.
2. Know the default reasons
Movermate adds four default reasons the first time you open this page:
Refund
Discount
Service Issue
Damaged Goods
Default reasons can’t be edited or deleted.
3. Add a reason
Click Create.
Enter a name, for example “Late Delivery”.
Save.
4. Edit or delete a reason
Find the reason in the list.
Click the three dots at the end of its row.
Click Edit or Delete.
5. Search and sort
Use Search to find a reason by name.
Click a column heading to sort the list.
Note: You need the Credit Note settings permission to see this page.
Next article: Using Credit Notes to Reduce an Invoice
Related articles
Using Credit Notes to Reduce an Invoice
Managing Roles & Permissions (CRM)
For further questions, contact the Movermate Product Experts at [email protected].
Using Credit Notes to Reduce an Invoice
Overview
A credit note lowers the amount a customer owes on an invoice. Use one when you need to give money back, offer a discount, or make up for a problem with a job. This article explains when to use a credit note, how to create one, and how it changes your invoice and job balance.
1. Know when to use a credit note
Use a credit note when you need to reduce what a customer owes, for example:
Refund: you are returning money for part of the job.
Discount: you are agreeing a lower price after the invoice was sent.
Service issue: something went wrong and you are making it right.
Damaged goods: you are compensating for damage.
Good to know: A credit note is not a payment. It doesn’t use a payment method like cash, card or bank transfer. It is a separate adjustment that lowers the invoice total.
2. Create a credit note from an invoice
Open the invoice.
Open the invoice actions menu.
Click Add Credit Note.
The customer, job and invoice are filled in for you.
Enter the credit amount and the reason.
Add internal notes or an attachment if you need to.
Save.
Movermate gives the credit note a number automatically, such as CN-00001.
3. Create a credit note from Finance
Go to Finance → Credit Notes.
Click Create Credit Note.
Choose the customer. Choosing a job and invoice is optional.
Enter the date, credit amount and reason.
Save.
You can link the credit note to a job or invoice later.
4. See how your balance is worked out
Movermate always uses the same calculation:
Balance = Invoice Total − Credit Notes − Payments Received
Example
| Amount |
Invoice Total | $1,000.00 |
Credit Notes | -$200.00 |
Adjusted Invoice Total | $800.00 |
Payments Received | -$500.00 |
Balance | $300.00 |
If you add a credit note after the customer has paid, the balance updates straight away. If the credit covers everything that’s left, the balance becomes $0 and the invoice shows as Paid.
5. Use more than one credit note
You can add several credit notes to one invoice. The invoice shows them as a single Credit Notes total, and each credit note stays listed under Credit Notes on the invoice.
Example: CN-00001 ($100) + CN-00002 ($150) + CN-00003 ($50) = $300 credit. An invoice of $1,000 becomes $700.
6. See credit notes in other places
Credit notes show up wherever your team sees money owed:
Invoice: Credit Notes line, Adjusted Total and Balance.
Job Sheet: a Credit Note line in the payment summary. For example: Grand Total $132.00, Credit Note -$20.00, Paid $50.00, Balance $62.00.
Jobs table: the Balance column and invoice status use the adjusted balance.
Crew App: shows the same adjusted amounts. Crew can view them, but can’t create or edit credit notes.
7. Check a credit note’s status
Status | What it means |
Open | Created, with none of the credit used yet |
Partially Applied | Some of the credit has reduced the invoice |
Fully Applied | All of the credit has been used |
Cancelled | No longer reduces any invoice |
The list also shows the Credit Amount, Applied Amount and Remaining Credit for each credit note.
8. Edit, cancel or delete a credit note
Edit: change the reason, description or amount. If the credit has already been used, the invoice, job balance and status update automatically.
Cancel: use this when a credit note was already applied. It stops reducing the invoice, and the balance goes back up.
Delete: only possible when the credit note hasn’t been applied.
Example: An invoice of $1,000 with a $200 credit note has a balance of $800. After you cancel the credit note, the balance is $1,000 again.
Every action is saved in the Activity Log, including the old and new amounts.
9. Know the rules
A credit note can’t be more than the invoice. A $600 credit note on a $500 invoice isn’t allowed.
The same credit can’t be applied twice.
A cancelled credit note stops reducing the balance.
The balance can’t go below $0.
Note: You need credit note permissions to view, create, edit, cancel, delete or export credit notes. Having invoice access isn’t enough. See Managing Roles & Permissions (CRM).
Related articles
Managing Credit Note Reasons (Settings)
Managing Roles & Permissions (CRM)
For further questions, contact the Movermate Product Experts at [email protected].
Please check before publishing:
Settings article: I called the settings list “reasons” because the defaults (Refund, Discount, Service Issue, Damaged Goods) read as reasons. I also guessed the Create button and three-dot Edit/Delete menu from the Expense Categories pattern. Check the names against the live page.
Menu names: Finance → Credit Notes and Add Credit Note in the invoice actions menu come straight from your requirements. Check them against what actually shipped.
Example numbers: The requirements have two invoice examples that don’t match. I used the simple one ($1,000 − $200 − $500 = $300) and left out the version with tax.
Not yet live? If some of the requirements aren’t live yet (filters, export, the Crew App display), cut those lines before you publish.
I haven’t added these to a doc. Want me to put them in one?