A credit note is generated to offset either a partial amount or the full amount of an invoice. A credit note is sent to a member to show the amount to be paid has been reduced. This article covers the three methods a credit note can be generated.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all of these menus or services may not be available or displayed.
Table of Contents
Generating a credit note from open charges
Select Receivables in the top menu and select Charges from the drop down menu.
Select the charges to be invoiced.
CAUTION: Credit notes can only be generated for one company at a time. A prompt appears if any of the selected charges result in a credit note with charges that belong to more than one company.
A confirmation prompt appears. Click OK.
The New Credit Note screen appears. Review the charges. See the end of this article for a screen reference.
Click Add a New Charge to add additional charges to the credit note.
Select a credit reason from the drop down and enter internal notes about the credit.
After reviewing the charges and credit reason, complete the credit note process by selecting one of the following options.
Click Edit Credit Note Email to change the content of the email template that is sent to the company. The New Credit Note email template appears on the right hand side of the screen. Edit the template as desired. For more information about editing email templates, see Reviewing and editing email templates.
TIP: Changes made to the email template here are not saved and do not affect the New Credit Note email template at the system or property level.
To generate the credit note, click the Generate Credit Note button.
Click Cancel to return to the Open Charges screen.
Generating a credit note for an invoice
Select Receivables in the top menu and select Invoices from the drop down menu.
Locate the invoice in the grid and click on the additional options button.
Select Credit Note. The New Credit Note screen appears. See the end of this article for a screen reference.
NOTE: The Credit Note option only appears in the additional options menu on Not Paid and Partially Paid invoices.
Remove charges as desired.
NOTE: Charges cannot be added when generating a credit note for an invoice. If there is only one charge on the invoice, the option to remove the charge is not available. If the wrong charge is removed, click Cancel to start the process over.
Select a credit reason from the drop down menu and add credit reason notes.
To complete the credit note process, select one of the following options.
Click Edit Credit Note Email to change the content of the email template that is sent to the company. The New Credit Note email template appears on the right hand side of the screen. Edit the template as desired. For more information about editing email templates, see Reviewing and editing email templates.
TIP: Changes made to the email template here are not saved and do not affect the New Credit Note email template at the system or property level.
To generate the credit note, click the Generate Credit Note button.
Click Cancel to return to the Invoices screen.
Manually generating a credit note
Select Receivables in the top menu and select Credit Notes from the drop down menu.
Click Add. The New Credit Note screen appears. See the end of this article for a screen reference.
Select the property and company the credit note is for.
NOTE: Once a charge is added, this information cannot be changed. Remove all the charges to change this information, or click Cancel to start over.
Click Add New Charge. The Edit Charge menu appears. Complete the fields. For information on charges, see Charges.
Click Save.
Select a credit reason from the drop down menu and add credit reason notes.
To complete the credit note process, select one of the following options.
Click Edit Credit Note Email to change the content of the email template that is sent to the company. The New Credit Note email template appears on the right hand side of the screen. Edit the template as desired. For more information about editing email templates, see Reviewing and editing email templates.
TIP: Changes made to the email template here are not saved and do not affect the New Credit Note email template at the system or property level.
To generate the credit note, click the Generate Credit Note button.
Click Cancel to return to the Credit Notes screen.
New Credit Note screen reference
Credit Note Reason | Choose a reason from the drop down. For more information about adding Credit Note Reasons, see Adding a credit note reason. |
Internal Adjustment | Choose this option if the credit note should not be emailed to the company. |
To Be Refunded | Choose this option if the credit note should be excluded from auto application tasks. |
TIP: If you are adding a credit note from an invoice, the Qty and Unit Price fields can be edited.