In the case of a confirmed sales invoice, it is possible to create a credit invoice by opening the sales invoice (click on the name of the invoice) and then clicking on the ‘Create credit invoice’ button. The fields of the type of the invoice, PDF template, buyer and place of supply of goods are filled in automatically and cannot be changed; information on other fields can be altered. If necessary, several credit invoices can be created for one sales invoice; however, their sums and quantities of product/service cannot exceed the ones on the original sales invoice.
A credit invoice can be created for an unpaid, partially paid and paid invoice.
• A credit invoice is created for an unpaid sales invoice – when a created credit invoice is confirmed, the total amount to be paid is reduced on the original sales invoice, as are account balances reconciled to the sales invoice.
• A credit invoice is created for a paid sales invoice – if the sales invoice is already paid and creating a credit invoice means that the amount needs to be refunded to the buyer, then an outgoing payment has to be entered in the Billing module in the Incoming/Outgoing Payments sub-module (it is entered automatically when bank records are imported). The outgoing payment will be linked with the credit invoice.
If the sum that the buyer overpaid is to be a prepayment, then in the section for confirming incoming payments, the paid amount must be reconciled with the prepayment account of the buyer when reconciling an incoming payment. After that, it is possible to settle this prepayment when a new sales invoices is added; for this purpose, create a new sales invoice for the buyer, save and confirm, and reconcile it with the prepayments account via the Settlements module > Billing > Settlements. On the one side, a prepayment account has to be allocated to a buyer; on the other side, a sales invoice needs to be added, saved and the transaction confirmed. This diminishes the prepayment sum of the buyers and changes the status of a sales invoice to ‘Paid’.
If a buyer does not want to keep the overpaid amount as a prepayment, it can be repaid via buyer card in the program. In order to do this, go to Billing > Buyers/Suppliers > click on the name of the buyer, then click on the ‘Return prepayment’ button in the balances section; a bank payment order for returning the prepayment is added to the Bank Payment Orders module, which can then be uploaded to the bank and paid.
After the payment order is settled in the bank, upload a bank account statement from the bank or add a respective outgoing payment to the Incoming/Outgoing Payments module manually; the respective payment should be reconciled with the prepayment account of the buyers. Next, accounts 1530 and 2210 should be settled in the respective module. For this, add a new settlement via Billing > Settlements, and enter the sum, buyer whose settlement it is, date of settlement and a comment. After adding the new settlement, select 2210 – Customer prepayments – as the debit account and 1530 – Prepayments to suppliers – as the credit account; then save and confirm the settlement. With this settlement, you reduce the balance of both prepayment accounts by the respective sum.
• Credit invoice is created for a partly paid sales invoice
1) The sum of the credit invoice is smaller than the unpaid sum of the invoice – the unpaid sum of the invoice reduced by the sum of the credit invoice.
2) The sum of the credit invoice is equal to the unpaid sum of the invoice – by creating and confirming a credit invoice, both invoice and the credit invoice are marked as paid.
• Credit invoice is created for a previously paid sales invoice – now, entity must return the sum of the credit invoice to the customer or this sum will be kept as a prepayment from the customer.