Credit, debit, and refund notes after validation

Purpose


Menu path

  • Reduce what they still owe. Sales: Sales → Sales Document → Credit Note. Self-billed: Self-Billed Credit Note, or purchase Credit Note.
  • Increase what they owe. Sales Debit Note, or Self-Billed Debit Note.
  • Return money after they or you paid. Sales Refund, or supplier Refund / self-billed refund note.
  • Cancel the original in time. Cancel E Invoice on the listing. See Submit and check status.
  • Then Submit E Invoice on that credit note, debit note, or refund listing.

Assistant

  • Issue a credit note (sales) or Purchase credit note creates the books document. Confirm before post. Then Submit e-Invoice to send it to MyInvois.
  • Deposit, refund, and debit note have no live wizard. Use the screen.
  • Chat does not cancel. Use the listing.
  • Do not type “how to issue a credit note” if you want the wizard.

Before you start

  • The original e-Invoice is Valid, or you are still inside 72 hours and chose cancel instead.
  • You know whether the party still owes or already paid.
  • Customer or supplier TIN is still complete. The credit note, debit note, or refund is a new MyInvois document linked to the original. See Buyer and supplier TIN.

Choose the tool

  • If generation was less than 72 hours ago and you want the original gone: Cancel E Invoice plus a reason. Raise a new invoice if you still need to bill. Stop here. See Submit and check status.
  • If you only need to change the amount, or the 72 hours have passed: do not cancel. Continue below.
  • Pick credit note, debit note, or refund note from the situations below.
  • Create and Save the document. Knock off the original invoice where the form asks. See sales adjustments or supplier adjustments.
  • Submit E Invoice. Refresh until Valid.

Credit note — they still owe less

  • Sales → Credit Note (or self-billed credit note).
  • Customer or supplier, lines for the return or overcharge.
  • Knock off the original invoice(s). UnApplied cannot go below zero.
  • Save. Submit E Invoice.

Debit note — they owe more

  • Debit Note. Same header and lines idea as an invoice.
  • Save. Collect or pay later as usual. Submit E Invoice.

Refund note — money already moved

  • Refund after the invoice is paid (or after a credit note that left a paid net).
  • Bank or cash, amount, knock-off. Save.
  • Submit E Invoice as a refund note.

Credit note and refund note on one original

  • You may issue both on the same original e-Invoice.
  • Credit note first. It reduces the invoice. The balance is still payable.
  • After the invoice has been paid, if they want money back and you agree, issue a refund note for the net amount paid.
  • If the credit note cancelled the invoice (full reverse), do not also issue a refund note.

Cancel vs credit note vs debit note vs refund

  • Wrong invoice, still inside 72 hours, you will reissue. Cancel, then new invoice and submit.
  • Wrong invoice, after 72 hours. Credit note (and a new invoice if you still bill).
  • Return or overcharge; they still owe less. Credit note.
  • Extra charge after the Valid invoice. Debit note.
  • They already paid; you return cash or bank. Refund note.
  • Credit note reduced the bill; later they paid and want a cash refund. Credit note, then refund note.
  • Credit note already cancelled the invoice. No refund note.
  • You cannot edit a Valid e-Invoice on MyInvois. Cancel and reissue, or issue a credit note, debit note, or refund note.
  • Do not use a second credit note as a cash refund if the invoice is already fully paid. That is a Refund (or credit note then refund, as above).
  • The KinraSoft invoice number of the original does not change after validation. The credit note, debit note, or refund has its own number and, after submit, its own Unique Identifier.
  • Self-billed originals follow the same MyInvois rules. The documents live under purchase and Self-Billed Listing. See supplier adjustments and Self-billed e-Invoice.

If something goes wrong

  • Cannot edit the Valid invoice. Expected. Cancel (72 hours) or credit note, debit note, or refund.
  • Cancel refused. More than 72 hours, or not selected. Use a credit note, debit note, or refund.
  • Paid customer wants money back. Refund, or credit note then refund — not another credit note alone.
  • Credit note cancelled the invoice and you also refunded. Do not submit a refund note for that original.
  • Credit note UnApplied below zero. You credited more than the bills you ticked. See sales adjustments.
  • Adjustment Invalid on MyInvois. Original UUID and amounts must match. Fix lines and supplier or customer TIN, submit again.
  • Aging still wrong. You saved the credit note, debit note, or refund in the books but did not knock off, or did not Save. MyInvois status is separate from aging. See Customer receipt and knock-off.

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