To enter a credit note, open the Accounting tab and the Suppliers sub-tab.
Then click on Add Credit Note at the top right of the page.
In the window that opens, enter the credit note details:
- Supplier: Supplier issuing the credit note
- Date: Document date
- Registered date: Credit note allocation date. The date and registration date are usually the same, unless the credit note is to be allocated to a different financial year than the document date. Click here for more information.
- Amount: Total amount of the credit note. The indicated amount must be a positive number.
- VAT: Choose the applicable VAT rate from the drop-down menu.
- Category: Cost category
- Note: The note is the name you want to give to this credit note
- Communication / structural reference: Communication received with the credit note transaction.
- Attach document: You may attach the digital document of the credit note, which your co-owners will be able to access to find the credit note details.
- Split by: This is how the total amount of the credit note will be distributed among the co-owners.
- Distribution key: Used to allocate the amount according to co-owners’ shares in the building. Click here for more information about distribution keys.
- Manual calculation: Used to allocate the amount without taking into account co-owners’ shares (by indicating the percentage or part of the amount that each co-owner is entitled to).
When all entries are complete, click Next.
A window opens and offers you to link the credit note to an open invoice for this supplier. There are two possible scenarios:
- The credit note is used to partially “pay” the invoice: You have not yet paid the invoice and you can deduct the amount of the credit note from the invoice amount. In this case, select the invoice to which this credit note is linked and click Ok.When you pay the invoice, the platform will automatically deduct the credit note amount from the invoice amount.
For example: The invoice amounts to €250 and you have not yet paid this invoice. You receive a credit note of €50 for this invoice. By linking your credit note to the invoice, you will only have to make one transfer of €200 (= €250 – €50), and your supplier will not have to reimburse you anything.
- The credit note comes after the invoice has been paid: The credit note concerns an invoice that you have already paid in full. You will therefore receive a refund from the supplier. In this case, click on Skip, so as not to link this credit note to any invoice.Once the supplier has made the refund, you can simply allocate this incoming payment to the relevant credit note.
For example: You have an invoice of €250 already paid and receive a credit note of €50 for this invoice. Your supplier will then have to refund €50 to your co-ownership’s account.
This also applies to an invoice that you have not yet paid, but will have to pay in full before receiving a refund from your supplier.
That’s it, your credit note is created!