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Credit notes are generated by Pet Sitter Plus when services are cancelled that have previously been included on an invoice, or if you have reduced the value of a previously invoiced service.
This will prompt the system to "auto generate" a credit note that will then be associated with the original invoice.
The auto generated credit note will remain open or "un-committed" until it is either closed or committed by the user.
Whilst the credit note remains open or "un-committed", any additional services that might be cancelled at a later date will be added to the same credit note until it is committed by the user.
Credit notes can be committed either from within the service order, from the invoice or from the Credit/Debit notes report.
When is it appropriate to generate a Credit Note?
Credit notes are most often used when clients order regular services and receive a regular invoice from you but cancel a few services for whatever reason.
For example - A client has '5 days a week' dog walking and you invoice them monthly in advance. The client cancels 5 of their regular services over the course of the month. So your workflow would be as follows:
Invoice your client at the beginning of the month (and receipt payment when it arrives).
When your client cancels a service, cancel it from either the diary or the service order in the usual way. This will open a new credit note which will remain open until it is committed (closed).
If your client cancels other services during the month, cancel these in that same way and they will be added to the same uncommitted credit note that was created in step 2 above.
At the end of the month, before raising next month's invoice, commit or "close" the credit note by either committing it in the service order edit screen or using the Credit/Debit notes report.
When is it NOT appropriate to generate a Credit Note?
Raising a credit note may not be appropriate if you only deal with your client occasionally (for example to provide services relating to vacations).
For example - A client orders 7 days of vacation visits, you have invoiced them for the services but they have not yet paid. Their requirements have changed and they now only need 6 days and would like to cancel one of the days ordered. You would like to send them a new invoice detailing the 6 days in replacement of the original invoice for 7 days. It would then be appropriate to:
Void the current invoice.
Cancel the services that are no longer required.
Raise and re-send a new invoice for the lower amount.
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Find out how to create a credit note for a cancelled service on an order that has been invoiced.
Once you have raised a credit note, learn the different procedures for committing the credit note.
There is an option to view a list of credit notes that have been raised against an individual invoice.
The credit note is automatically added to the invoice once it is committed. It is also added to the invoice PDF and can be downloaded on its own.
It is possible to download the credit note as a PDF file and attach it to an email to send direct to a client.
A report can be generated to include all uncommitted debit or credit notes in your system.