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Accounting & Bookkeeping · How-to guide

Convert credit notes, applications and refunds

Account for customer credits from initial credit note through invoice application or external refund.

Audience: Finance staffFeature: Credit transactionsModule v1.4.5
Feature pathAccounting → Transactions → Sales → Credit Notes / Applied / Refunds
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Transactions: View and relevant manage permission. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Account for customer credits from initial credit note through invoice application or external refund. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The module exposes separate tables and hooks for credit notes, applied credits, application removals and refunds. This preserves the sequence of economic events.

A credit note can exist before it is applied or refunded. The accounting treatment for creation establishes the credit; later actions allocate or pay it.

Tax reversal follows source credit-note tax lines and configured tax mappings.

Step-by-step workflow

  1. Open the Credit Notes transaction tab.
  2. Confirm the source credit note status, lines, taxes and available amount.
  3. Review its converted accounting detail.
  4. Open Applied Credit to verify allocations against invoices.
  5. Open Refunds to review paid amounts and payment account.
  6. Confirm the remaining credit balance.
  7. Use customer and ledger reports to reconcile the complete lifecycle.

Important fields and decisions

Credit noteCreates available customer credit and reverses income and tax classification.
Credit applicationUses available credit against an invoice without cash movement.
Credit removalReverses an application when supported.
RefundPays remaining credit through a payment account.
Maximum refundCannot exceed the available credit balance.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Do not confuse applied credit with a cash refund.
  • Do not refund more than available credit.
  • Retain references to the original invoice.
  • Review deletions and application removals in the same period.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:invoicepaymentcredit notereconciliationcheckreporttaxapprovalmappingdouble-entrysales accountingexpensepurchasewarehouse
Configure credit note and refund mappings →Convert sales invoices to Accounting →Use Accounts Receivable ageing reports →Use Tax Detail, Summary and Liability reports →Accounting transaction centre overview →Convert invoice payments to Accounting →