In Severa, you can reimburse an invoice in full using the reimburse function found inside the invoice, or you can manually create a partial reimbursement. This article explains how the reimburse function works, how to create a partial reimbursement, and which settings must be defined for creating credit notes.
⚠️ A credit note cannot be deleted in Severa after it has been created.
Create a credit note
When the reimburse function is available
Reimburse is shown in the invoice More actions menu when all of the following conditions are met:
The invoice status is Sent, but the invoice has not been marked as Paid. Typically, the status has the settings Not editable, Has invoice number and Is sent selected.
The invoice has not already been reimbursed. You can reimburse the same invoice only once.
The invoice is not itself a credit note. A credit note cannot be reimbursed.
You have access to an invoice status in which reimbursing is allowed.
How to reimburse an invoice
Open the invoice you want to reimburse. You can open the invoice, for example, from the Invoicing > Invoices view, or search for the invoice by invoice number using the search bar in the upper right corner of Severa.
In the lower left corner, select More actions > Reimburse. If you do not see the function, check that the above conditions for reimbursing an invoice are met.
Next you must choose whether to create only a credit note, or both a credit note and a new invoice at the same time:
Create only reimbursement: Select this option when the customer is not supposed to be invoiced again after the reimbursement. Severa automatically creates a credit note. The original invoice rows, such as work hours and expenses, are marked as non-billable.
Create reimbursement and new invoice: Select this option when you want to reimburse the invoice and send a corrected invoice to the customer. Severa automatically creates two invoices: a credit note and a new invoice. The new invoice has the same rows as the original, and the original work hours and expenses are linked to it. You can edit the rows as needed before sending.
What is copied to the credit note
The credit note is created based on the original invoice. The following are copied to it:
account and billing customer
recipient and sender information
references, order number and additional information
bank accounts, currency and payment terms
invoice rows with negative quantities.
Severa automatically adds a reference to the original invoice number in the additional information of the credit note. The credit note shows which invoice it reimburses, and the original invoice shows that a credit note has been created for it.
Create a partial reimbursement
Severa does not have a separate partial reimbursement function, but you can create a partial reimbursement manually. A manually created partial reimbursement is a usual invoice with negative rows. It is not linked to the original invoice and it is not shown as a credit note in Severa. Create a partial reimbursement as follows:
Open a new or existing invoice.
Add a fee to the invoice.
Allocate the row to a product in the product registry or add a row that is not allocated to a product.
Enter the Amount as a negative number, for example -1.
Enter the Unit price as a positive number, for example 250.
Enter the invoice number to be reimbursed in the additional information of the invoice so that the customer knows which invoice the reimbursement is related to.
Select Save.
When a financial integration is enabled, always enter the Amount as a negative number and the Unit price as a positive number.
Invoice statuses for credit notes
A credit note automatically receives the status defined in Severa invoice status settings as the Default status for credit note. If a default status has not been defined, the credit note receives the same status as the original invoice. You can define the default status in Severa settings behind the cogwheel icon: Preferences > Invoicing > Invoice statuses > Default status for credit note.
When the default status has been defined, you can change the default status by selecting another status if needed, but you cannot remove the definition completely. The default status for credit note cannot be removed or set to passive.
If your company is using a financial integration, we recommend that you use as the Default status for credit note the same invoice status that is defined as the transfer status in the integration. This way credit notes go directly to the correct status and are transferred correctly forward in the integration.
Rebilling reimbursed invoice rows
When an invoice has been reimbursed, the rows on the original invoice are marked as non-billable. If you have created a credit note, either intentionally or by mistake, and you still want to rebill the reimbursed rows, you can go to the project to create a new invoice and pull the invoice rows there:
Open the project.
Click the Create invoice button in the upper right corner to create a new invoice.
Open the Uninvoiced items section of the invoice.
Activate the Show non-billable toggle.
Here you can see the reimbursed rows and rebill them by selecting the rows as active and finally clicking the Bill now button at the top.
Finalize the invoice and send it forward to the customer.
Please note that reimbursed invoice rows that include billed fees are shown in Uninvoiced items with a price of 0. Reimbursed work hours rows retain their hourly rate according to the original pricing.
Keywords: reimbursement, credit note, reimbursing an invoice, reimbursing by mistake, unnecessary credit note, cancelling an invoice, partial reimbursement of an invoice, partial reimbursement, deleting a credit note
*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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