Credit Notes

A credit note reduces what a customer owes you. Raise one for a pricing error, a return, or a goodwill adjustment, then allocate it against the customer's unpaid invoices.

Find your credit notes

Credit notes live on the invoices page, not on a page of their own. Go to Banking & Expenses > Accounts Receivable and select the Credit Notes tab.

The list shows Credit Note #, Customer, Date, Reason, Amount, Remaining and Status. Amounts appear as negatives, because a credit reduces the customer's balance. Use Filters to narrow the list by status.

Create a credit note

Select New Credit Note on the Credit Notes tab.

1. Customer — pick the customer receiving the credit. This field is required.
2. Original Invoice (Optional) — link the invoice the credit relates to. The list offers that customer's invoices, and the field only appears once the customer has some.
3. Issue Date and Due Date — both default to sensible dates, so change them only if you need to.
4. Reason for Credit — choose Pricing Error, Defective Goods, Goodwill, Returned Goods, Cancelled Order or Other. This field is required and it shows in the list, so pick the one that matches.
5. Additional Details — explain the credit in your own words.
6. Line Items — add a line for each thing you are crediting, with a description, quantity, unit price and tax code. The Summary panel totals subtotal, tax and total as you type.
7. Notes — internal notes. Keep anything you would not want the customer to read here.
8. Select Save.

The credit note saves as a draft. You can keep editing a draft; once you approve it, the details lock.

Approve the credit note

A draft credit note cannot be allocated. Open it and select Approve, then confirm. AxiomBlue warns you that the credit note cannot be modified after approval, and that warning is literal — plan to get the amounts right first.

You can also approve straight from the list using the Approve row action, which appears on drafts only.

Allocate the credit against invoices

Allocating applies the credit to real invoice balances. One credit note can cover several invoices in a single pass.

1. On the Credit Notes tab, open the row menu for an approved credit note and choose Allocate to Invoice.
2. Check the Credit Note panel — it shows the total amount, how much you have already allocated, and the Available to Allocate figure.
3. In the Unpaid Invoices table, type an amount in the Allocate column against each invoice you want to credit. Select Max to fill in the largest amount that invoice and the remaining credit allow.
4. Watch the Remaining After column and the Allocation Summary panel. A row that reaches zero shows a Paid marker.
5. Select Apply Allocations and confirm the summary.

Only that customer's unpaid invoices appear. AxiomBlue blocks you from allocating more than the credit available, or more than an invoice's amount due.

What you should see

A confirmation message names the invoices you credited and the total applied, and AxiomBlue returns you to the credit note. Each invoice balance drops by the amount you allocated, and an invoice covered in full moves to Paid.

Reverse an allocation

Open the credit note and find the Allocation History panel, which lists every allocation with its invoice, amount, date and the person who made it. Select Reverse on a row to undo it. Reversing returns the credit to the credit note and raises the invoice balance by the same amount.

Void a credit note

Use the Void row action to cancel a credit note raised in error. Voiding is permanent.

Credit note statuses

• Draft — still editable, and not yet usable against an invoice.
• Approved — locked, and ready to allocate.
• Applied — the full amount now sits against invoices.
• Void — cancelled, and kept for the record.