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Credit Notes

Credit Notes are most commonly used for refunds, returns, or adjustments in billing for products and services. In Helix, Credit Notes are used to adjust or reverse issued invoices while keeping the original invoice intact.

🌐 Overview

  • Credit Notes provide a way to reverse invoices without deleting them.

  • Unlike cancellations, Credit Notes preserve invoice history for transparency.

  • They can be created directly from the Invoices list and managed under Credit Note View.

🧭 Navigation

  • Invoices: Accounting → Invoices

  • Credit Notes: Accounting → Credit Notes

⚙️ How to Use Credit Notes

🔹 Creation of Credit Notes from Invoices

  1. Go to Accounting → Invoices.

  2. Locate the invoice you want to adjust.

  3. Open the row menu (⋮) → select Create Credit Note.

  4. A pop-up window opens with invoice details pre-filled:

    • Amount – auto-filled from invoice (edit for partial refunds).

    • Payment Method – choose the refund method (Cash, Card, Bank, etc.).

    • Reason – enter the reason (Refund, Product Return, Discount, etc.).

    • Notes – add any reference details.

    • Other Details - Invoice Number, Order #, Date, Terms, Items

  5. Click Submit.

  6. The Credit Note is created and appears in the Credit Notes section.

 

🔹 Credit Note View

  1. Navigate to Accounting → Credit Notes.

  2. The list displays all credit notes with columns:

    • Serial #

    • Created On

    • Invoice Serial

    • Amount

    • Reason

    • Created By

  3. Row menu actions:

    • Print

  4. Menu Actions(top left):

    • Search-as-you-type (top-right).

    • Export to Excel & Print PDF (top-left).

 

📊 Management

  • Use Credit Notes instead of invoice cancellations to maintain compliance and numbering.

  • Always enter clear reasons for issuing Credit Notes.

  • Monitor Credit Note View regularly to ensure pending items are processed.

  • Match issued credit notes with refunds in Payments Made for reconciliation.

💡 Pro Tips

  • 🧾 For partial refunds, adjust the amount field when creating the Credit Note.

  • 📊 Export Credit Note reports monthly for reconciliation and audit reviews.

  • 🔍 Use filters to quickly find credit notes by customer, date, or status.

  • ⚖️ In regulated regions (e.g., KSA), Credit Notes are the only compliant method for adjustments.

  • 📎 Always attach notes or references to explain the adjustment clearly.