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💰 Submit, apply and bookkeep credit notes
💰 Submit, apply and bookkeep credit notes

How are credit notes managed on Spendesk?

Updated this week

⚠️ This feature is available to accounts using file-based accounting exports (single-entry, double-entry, SAGE or CEGID) as well as our native integrations with DATEV, Xero and NetSuite.

Table of content

  1. Submit a credit note (requesters, account owners)

  2. Apply a credit note to an invoice (controllers, account owners)

  3. Bookkeep a credit note (controllers, account owners)

  4. FAQ


Quick feature demo (2 min.)

Submit a credit note

Credit notes can be submitted via the New request > "Submit an invoice or credit note" request flow. To do so:

  1. Select the credit note file from your computer.

  2. Our Spendesk OCR will attempt to fill in some data. 🔥 Check the fields 🔥 and add or edit any existing or missing data, such as the reference invoice, description, and cost center.

  3. Submit the credit note. It will be auto-approved!

Apply a credit note to an invoice

Overall, the credit note feature from Spendesk supports the three main use cases when dealing with credit notes in a company:

  1. Deduct a credit note from a reference invoice.

  2. Save a credit note for future applications to an invoice.

  3. Mark a credit note as refunded outside Spendesk.

If the reference invoice can still be found in Invoices > Review, you have two options:

  • Deduct a credit note from a reference invoice

  • Save a credit note for future application to an invoice

If the reference invoice is already scheduled for payment or has already been paid, you have these two options:

  • Save a credit note for future application to an invoice

  • Mark a credit note as refunded outside Spendesk

"Invoices > Review": Deduct a credit note from a reference invoice

Step 1:

Review the credit note and select "Deduct the amount of the reference invoice" and validate the credit note.

Step 2:

Review the reference invoice and the credit note application.

When to use this option

Reference invoice & credit note are both in "Invoices > Review"

Impact on invoice payment

The credit note amount will be subtracted from the invoice amount. For instance, a 10€ credit note will be applied to a 20€ invoice, resulting in a payment of 10€.

Impact on bookkeeping

The invoice and credit note will be handled as separate payables on the "Prepare" and "All payables" pages. Both can be prepared via "Prepare" and exported to your accounting software via "Bookkeep > Export".

"Invoices>Review": Save a credit note for future application to an invoice

Step 1:

Review the credit note and select "Save the credit for future invoice(s)". This will store the credit on the supplier's level.

Step 2:

Apply the credit to an upcoming invoice of this supplier by clicking on "Apply".

When to use this option

(1) Reference invoice and credit note can both be found in the "Invoices>Review" tab.

or
(2) Reference invoice is scheduled for payment or has been already paid.

Impact on invoice payment

The stored supplier credit will be deducted from the invoice's amount.

Impact on bookkeeping

The invoice and credit note will be treated as separate payables on the "Prepare" and "All payables" pages. Both can be prepared via "Prepare" and exported to your accounting software via "Bookkeep>Export".

"Invoices>Review": Mark a credit note as refunded outside of Spendesk

Step 1:

Review the credit note and select "Refunded outside of Spendesk"

Option to use when?

The supplier reimbursed the credit note amount to the company's bank account.

Impact on invoice payment

The credit note will not impact any invoice. It will be displayed on the "All payables" page with the status "Refunded" and will show as a refund payment on the "All payments" page.

Impact on bookkeeping

The invoice and credit note will be treated as separate payables on the "Prepare" and "All payables" pages. Both can be prepared via "Prepare" and exported to your accounting software via "Bookkeep > Export".

"All payables" > Review the credit notes status (available to use, deducted, refunded)

To review the status of your credit notes, please go to the "All payables" page. Here you can review the status of your credit notes:

  • Which credit notes are still available to use

  • Which credit notes were used and deducted from invoices

  • Which credit notes have been refunded by suppliers

Bookkeep a credit note

Once you validate a credit note in "Invoices>Review" you can find it in "Bookkeep>Prepare". Here, you can assign bookkeeping information to the credit note, just like with other types of payables, and mark it as ready.

When the information is completed, you can export it to your accounting software.

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