What is a Credit Note and When Should you Use One?

We're exploring a topic that's essential for anyone involved in business transactions: credit notes. Now, before you start thinking this is just another boring accounting term, let's break it down in simple terms.

Imagine you bought a pair of shoes online, but when they arrived, they were the wrong size. Frustrating, right? That's where a credit note comes in handy. It's like a friendly handshake from the seller, saying, "Oops! Let me fix that for you."

In this post, we'll unpack what a credit note is, when and why you should use one, and how it plays a crucial role in keeping your business and finances in order. Let's get started!

What is a credit note?

A credit note, also known as a credit memo or credit memorandum, is a formal document issued by a seller to a buyer, indicating that a chargeback/refund or credit is due for a specific transaction. This document is really important when it comes to rectifying errors, addressing customer concerns, or handling situations where goods need to be returned or exchanged.

For instance, let's say a customer purchases a laptop but later discovers that it has a defect. Upon returning the laptop, the seller issues a credit note to refund the customer's payment or provide a credit for future purchases. This process ensures transparency and customer satisfaction while maintaining accurate financial records for both parties involved.

Credit note vs debit note: What's the difference?

A credit note is like a "thank you" from a seller to a buyer when they owe the buyer money. It's used for refunds or fixing mistakes in the seller's favour. For instance, if you return a broken item, the seller issues a credit note to give you back your money, making their books show less owed.

On the flip side, a debit note is like a friendly reminder from a buyer to a seller saying, "Oops, I owe you more money." It's used for paying extra or correcting undercharges. For example, if you receive more goods than expected, you send a debit note to pay for the extras, showing you owe the seller more in your records.

When to issue a credit note

There are several key considerations you should take into account when deciding when to issue a credit note. Here are the key scenarios and best practices for issuing a credit note:

• Invoice error: If there's a mistake on the original invoice, such as incorrect products, quantities, or pricing, a credit note should be issued to rectify the error.
• Goods return: When a buyer returns items due to defects, damages, or dissatisfaction, a credit note is issued to refund the purchase amount or provide a credit for future purchases.
• Purchase cancellation: If a purchase is cancelled for any reason, such as order duplication or a change of mind by the buyer, issuing a credit note is necessary to adjust the financial records accordingly.
• Partial refunds: In cases where only a portion of the original invoice amount needs to be refunded, a credit note can be used to specify the amount and reason for the partial refund.
• Credit memo matching: When a buyer has an existing credit memo and makes a new purchase, the credit note can be matched with the existing invoice to adjust the amount owed.
• Invoice discrepancies: If there are discrepancies between the original invoice and the actual payment made by the buyer, issuing a credit note helps reconcile the accounts accurately.
• Refund policy: Following an explicit refund policy, a credit note should be issued for cash refunds, ensuring proper documentation of the transaction for auditing and recording purposes.
• Accounting accuracy: Credit notes play a crucial role in maintaining accurate accounts receivable and accounts payable records, reflecting the correct financial status of the business.
• Future payments: Issuing a credit note allows for adjustments in future payments, ensuring that the customer account reflects the correct balance and outstanding amounts.
• Double-entry bookkeeping: Utilising credit notes in double-entry bookkeeping practices ensures that every transaction, including refunds and adjustments, is recorded accurately for financial reporting and compliance purposes.

By adhering to these guidelines and using credit notes judiciously, businesses can streamline their invoicing process, maintain transparency with customers, and uphold sound financial practices.

What to include in credit memos

A credit note should include several key pieces of information to ensure clarity and accuracy for both the issuing company and the customer:

• Date of issue: The date when the credit note is issued should be clearly stated at the top of the document.
• Credit note number: Each credit note should have a unique identification number, which should correspond with the original invoice number for easy reference and tracking.
• Customer or order reference number: Including a customer or order reference number helps both parties identify which transaction the credit note is related to.
• Payment terms and conditions: Specify any relevant payment terms and conditions, such as deadlines for using the credit note or applying it to future purchases.
• Contact details: Provide contact information for both the issuing company and the customer, including names, addresses, phone numbers, and email addresses, for easy communication.
• Reason for issuance: Clearly state the reason why the credit note was issued, whether it's due to returned goods, pricing adjustments, invoice errors, or other factors related to a previously issued invoice.
• VAT information: If value added tax (VAT) was included on the initial invoice, ensure that VAT is added separately on the credit note if applicable. This is especially important for a matching VAT credit note to maintain accurate VAT records.
• Identification as a credit note: The document should explicitly identify itself as a credit note to differentiate it from an invoice or other financial documents.

By including these essential details in a credit note, businesses can ensure transparency, facilitate smooth communication with customers, and maintain accurate financial records. This contributes to effective accounting practices, especially when using accounting software for managing invoices, credits, and debits in commercial transactions.

How can an Epos Now POS system help?

• Automated credit note generation: Epos Now's Retail POS and Hospitality POS systems automate the process of generating credit notes based on predefined criteria, such as returns or pricing adjustments. Their POS software supports this functionality, streamlining credit note creation and management.
• Integration with accounting software: Epos Now's POS systems seamlessly integrate with various accounting software apps including Xero, Sage and Quickbooks, ensuring that credit notes are accurately recorded in financial records. This integration reduces manual entry errors and ensures consistency between sales data and accounting records.
• Efficient tracking and reporting: Epos Now's POS systems provide robust tracking and reporting capabilities for credit notes. Businesses can easily track the status of credit notes, monitor refunds issued, and generate POS reports to analyse credit note trends over time. Additionally, POS integrations with other apps further enhance reporting capabilities.
• Improved customer service: With Epos Now's POS system, businesses can quickly process credit notes, issue refunds, or apply credits to future purchases, enhancing overall customer satisfaction. This is supported by their payment processing solutions, which facilitate seamless transactions and refunds.
• Compliance and audit trail: Epos Now's POS systems maintain an audit trail of credit note POS transactions, providing transparency and compliance with accounting regulations. This audit trail includes details such as date of issuance, reason for credit, customer information, and any approvals or authorizations.
• Streamlined inventory management: Epos Now's POS systems update inventory levels automatically when processing credit notes for returned goods. This ensures that inventory records are accurate, reducing discrepancies and optimising stock levels.

How to install the Epos Now Credit Notes app

To install the Credit Notes app, navigate to the app store in your Back Office and use the search bar on the left-hand side. 

• Search ‘Credit Notes’
• Click on the ‘Get Free App’ button
• This will take you to a confirmation page where you must select ‘Get Free App’ once more.

How to use the Credit Notes app:

Now that you have installed the Credit Notes app, here’s how you can use it…

 Purchasing Credit Notes

• Login to your Till
• In the Action Button Panel at the bottom of the transaction basket, you will find the ‘Customer Credit’ option. Press it.
• Enter the nominal value required
• There will now be a third option labelled ‘Blank Customer’ to add the credit to.
• Selecting this will create a ‘Blank Customer’. The customer record will populate the First name as ‘Credit Note’ and the surname as the numerical value inputted.
• Complete the transaction as normal using the necessary tenders available on your till.
• After the transaction, the credit note will be printed separately on the receipt

Refund credit:

• Perform your refund in the normal manner by either scanning the customer's receipt or manually adding in the products giving them a negative value for the refund.
• Apply the relevant refund reason to any items within the transaction
• Once ready click the refund button
• There will now be a ‘Credit’ Tender under the ‘Customer’ section
• When you select this tender, you will be met with the ‘Select a Customer’ screen. Choose ‘Blank Customer’
• Selecting this will create a ‘Blank Customer’, and the customer record will have the First name of ‘Credit Note’ and a surname of a numerical value.
• Select ‘Refund’ once more and select the ‘Credit’ tender
• This will refund the transaction to the Credit Note
• The till will print out the credit note after the transaction separate from the refund receipt

Redeeming credit notes:

• Scan the customer’s credit note. This will find the record in the customer database and add them to the transaction. You will know when this is done as the customer name will appear along with their credit balance available.
• Add the transactions to the basket as normal, applying any discounts or other actions which may be required.
• Once finished press ‘Pay’. The ‘Credit’ tender will now be present in the pay screen and have a nominal value for their balance.
• If the credit amount is not sufficient for the whole transaction, then use the relevant tender/s to complete the transaction.
• If the credit note has a remaining balance, a new credit note will print with the updated balance.

Final thoughts

So, there you have it - credit notes demystified! Whether you're a seasoned business owner or just getting started, understanding credit notes is crucial for smooth transactions and happy customers.

Think of a credit note as your business's way of saying, "Hey, we messed up, but we've got your back." In the world of finance, it's like a friendly handshake.

We've covered why and when you should use a credit note - from fixing invoice errors to handling returns and cancellations. These little documents play a big role in keeping your financial records accurate and your customers satisfied.

Now, if you're using an Epos Now POS system, you're in luck! These systems are like credit note wizards. They automate the whole process, integrate seamlessly with your accounting software, and make tracking and reporting a breeze. Plus, they're a lifesaver for inventory management, especially when dealing with returns.

So, whether it's Retail POS or Hospitality POS, Epos Now has your back when it comes to handling credit notes and POS payments like a pro. Cheers to smoother transactions and happier customers!