31.1 Credit Notes in AIUNIFY CRM

A Credit Note records credit value associated with a Customer and can later be applied against eligible Customer Invoices.

Credit Note access is permission-controlled. Your account may have permission to view all Credit Notes, view only records within its permitted scope, create Credit Notes, edit them, or perform other allowed actions.

31.2 When to Use a Credit Note

Use a Credit Note when the Customer should receive credit rather than recording the adjustment as an unrelated payment or changing an Invoice merely to reduce its balance.

Typical operational situations can include an authorized billing correction, returned value, or another legitimate Customer credit recognized by your organization.

31.3 Starting a New Credit Note

When your account has Credit Note creation permission, you can begin from the Credit Notes workspace or use the available Credit Note Quick Action.

Before creating one:

1. Open the Customer record.
2. Review the applicable Invoice or transaction history.
3. Verify that a Credit Note does not already exist for the same credit.
4. Confirm the amount and reason for the credit.
5. Create a new Credit Note only when a separate credit record is required.

31.4 Creating a Credit Note from an Invoice

AIUNIFY CRM supports creating a Credit Note directly from an existing Invoice when your account has Credit Note creation permission.

This workflow is useful when the credit originates from a specific Invoice because it preserves the relationship with the underlying billing record.

1. Open the applicable Invoice.
2. Verify the Customer and Invoice number.
3. Review the Invoice's current financial activity.
4. Select the available Create Credit Note action.
5. Review the generated Credit Note information.
6. Adjust only the values that should legitimately be credited.
7. Save the Credit Note.
8. Open the saved Credit Note and verify its total and Customer relationship.

31.5 Creating a Credit Note Directly

A Credit Note can also be created directly from the Credit Notes workspace when permitted.

The Credit Note transaction uses the financial selections and reusable Items available in your CRM environment. Select from the values presented by the system rather than attempting to change organization-wide financial configuration.

31.6 Customer and Currency

Verify the Customer before entering credit information. The Customer relationship determines where the Credit Note appears and which Customer Invoices can later be considered for credit application.

Review the Currency presented for the transaction and make sure it is appropriate for the Customer and related financial activity.

31.7 Credit Note Items

Credit Notes support transaction items in the same general sales-record structure used by other applicable financial documents.

Review each item's:

• Description.
• Quantity.
• Rate.
• Applicable tax.
• Line amount.

The final Credit Note total should equal the value that is actually being credited.

31.8 Notes and Transaction Information

Complete the operational notes and other transaction-specific fields made available to your account when they are useful for explaining the credit.

Use clear descriptions so another authorized user can understand why the Credit Note exists without having to reconstruct the event from unrelated records.

31.9 Saving and Reviewing

1. Confirm the Customer.
2. Confirm the relationship with the applicable Invoice when one exists.
3. Review the Credit Note date.
4. Review Currency.
5. Review all line items.
6. Verify taxes and totals.
7. Save the Credit Note.
8. Open the saved record.
9. Verify the remaining credit value before any credit is applied or refunded.

31.10 Editing a Credit Note

When your account has Credit Note editing permission, edit the existing record when correcting the same credit transaction.

Take additional care after credits or refunds have been recorded because subsequent financial activity can restrict what actions are appropriate or available.

31.11 Credit Note Statuses

The CRM recognizes Credit Note lifecycle states including:

• Open
• Closed
• Void

Status behavior, applying credits, refunds, communication, and document output are covered in the next chapter.

31.12 Best Practices

• Confirm the Customer before creating the record.
• Use Create Credit Note from Invoice when the credit belongs to a specific Invoice.
• Do not duplicate an existing Credit Note.
• Use accurate line-item values.
• Review the remaining credit before later financial actions.
• Maintain useful transaction notes.
• Use only actions permitted to your user account.