Payments, credit notes and cancelling

Record full and partial payments, raise credit notes that reduce what is owed, and cancel documents issued in error.

An issued invoice tracks what has been settled against it: payments received and credit notes raised from it. Its status moves from Due to Partially paid to Paid on its own.

Record a payment

  1. Open the issued invoice and click Record payment in the Payments panel.
  2. The payment form is prefilled with the customer, the invoice and the balance due. Change the Amount for a part payment, pick the Method and the date received.
  3. Click Create.

The totals card now shows Paid and the Balance due, and the status changes. A payment made through a Razorpay payment link is recorded the same way, automatically.

Payments are ordinary records. Editing or deleting one updates the invoice it points at.

Raise a credit note

Use a credit note when goods come back, a price was wrong or a discount is agreed after issuing.

  1. Open the invoice and choose Convert to credit note from the ⋯ menu.
  2. A credit note draft opens with the same customer, place of supply and lines, and a reference to the invoice. Remove or change lines so it covers only what you are crediting.
  3. Click Issue credit note.

The credit note takes its own number (for example CN/26-27/0001). The invoice's totals card now shows Credited, and its balance due goes down by the credit note's total. If the credit note covers the whole balance, the invoice shows Paid.

Note: On the Overview, Collected counts money received only. Credit notes reduce what is outstanding but are not counted as collected.

Cancel a document

Cancel a document that was issued by mistake and should not exist.

  1. Choose Cancel invoice… from the ⋯ menu.
  2. Give a reason and confirm.

A cancelled document keeps its number (numbers are never reused), prints a CANCELLED banner, and its ledger entry is reversed.

Important: A document that already has payments or credit notes against it cannot be cancelled. Remove the payments, or raise a credit note instead.

Cancelling needs Cancel documents on the Roles page.