32.1 Managing an Existing Credit Note

After a Credit Note has been created, AIUNIFY CRM provides operational actions for using its available credit, recording refunds, communicating with the Customer, generating documents, and maintaining its lifecycle status.

32.2 Available Credit

A Credit Note can contain:

• Total Credit Note amount.
• Credits already used.
• Credits remaining.
• Invoices that have received credit.
• Refunds recorded against the Credit Note.

Always review the remaining value before applying another credit or recording another refund.

32.3 Eligible Invoice States for Credit Application

The CRM's credit logic allows credits to be applied to eligible Invoices in supported financial states, including applicable unpaid, partially paid, draft, or overdue Invoices.

The system determines whether the selected Invoice can receive credit. Use the eligible Invoice list presented by the Credit Note workflow.

32.4 Applying Credit to Invoices

1. Open the correct Credit Note.
2. Review the Customer.
3. Review Credits Used and Credits Remaining.
4. Open the available Invoice-credit area.
5. Identify the intended Invoice.
6. Review that Invoice's remaining balance.
7. Enter the amount to credit.
8. Review the amount before confirming.
9. Apply the credit.
10. Verify the credited Invoice and the Credit Note's remaining value.

32.5 Credit Amount Limits

The amount applied should not exceed either:

• The selected Invoice's applicable remaining balance.
• The Credit Note's remaining available credit.

If the CRM rejects the amount, review both values instead of trying to force the transaction through another financial workflow.

32.6 Invoice Status After Credit

After credit is successfully applied, AIUNIFY CRM updates the related Invoice's financial status according to the resulting balance.

Review both records after the operation so that you understand the updated Invoice balance and the amount still remaining on the Credit Note.

32.7 Recording a Refund

Where your user account has the required Credit Note permission, the Credit Note can record a refund.

The refund form requires operational information including:

• Refund Amount.
• Refund Date.
• Existing Payment Mode.

A Note can also be used when available to preserve useful refund context.

32.8 Reviewing Refunds

The Credit Note preview contains refund history. Review the refund amount, date, Payment Mode, and note before adding another refund.

Users with applicable permissions can edit or delete a refund when a genuine correction is required. Because these actions alter financial history, verify the record carefully first.

32.9 Open, Closed, and Void

Credit Note status communicates the record's lifecycle.

Open	The Credit Note remains in an open credit state.
Closed	The Credit Note has reached its closed credit state.
Void	The Credit Note has been intentionally voided through the supported status action.

32.10 When a Credit Note Can Be Voided

The CRM restricts the Void action when the Credit Note is already closed or void, or when credit/refund activity makes voiding inappropriate.

A Credit Note with applied credits or recorded refunds should be reviewed through the related financial history instead of being casually voided.

32.11 Reopening a Void Credit Note

When allowed by your permissions and the record state, AIUNIFY CRM provides a Mark as Open action for a void Credit Note.

Use lifecycle status actions only when the real transaction state supports the change.

32.12 Sending a Credit Note by Email

The Credit Note preview provides a send-to-Customer email workflow.

The recipient list is based on applicable active Customer Contacts that are permitted to receive Credit Note emails.

Before sending:

1. Verify the Customer.
2. Review the Credit Note amount.
3. Review credits and refunds already recorded.
4. Confirm the intended recipient Contact or Contacts.
5. Review the email content.
6. Send only when the document is ready for Customer communication.

32.13 PDF, Download, and Print

AIUNIFY CRM provides Credit Note document output for authorized users, including PDF-oriented view/download/print actions available from the Credit Note preview.

Review the generated document before external distribution.

32.14 Attachments and Related History

Where the Credit Note attachment action is available, attach only files that belong to that credit transaction.

The Credit Note preview can also preserve other transaction history such as tracked email activity and related credit/refund information.

32.15 Deletion Restrictions

The CRM prevents ordinary deletion in important financial states. A Credit Note cannot simply be deleted when its status or financial history makes deletion unsafe, including situations involving applied credits or refunds.

Financial data principle: Correct the underlying credit or refund relationship through the supported workflow rather than deleting financial history to make balances appear different.

32.16 Best Practices

• Check remaining credit before every action.
• Do not credit more than the Invoice balance.
• Do not credit more than the available Credit Note value.
• Review Invoice status after credit application.
• Record actual refund dates and amounts.
• Verify email recipients.
• Review the PDF before sending it externally.
• Use Void and Open status actions only when appropriate.