In Severa, creating a credit note is possible if the invoice is in a status where the settings have specified the selections: Not editable, Has invoice number, and Is sent. If the invoice is in a status whose settings do not match the specified criteria, the credit function is not selectable.
Credit note creation
To create a credit note, the user must have sufficient permissions to handle project invoices. Create reimbursement by searching for the original invoice in the system:
Open the invoice
Open the three-dot action menu in the upper right corner of the invoice and click Reimburse
See below for more detailed legends for the reimbursement options Create reimbursement and new invoice and Only reimbursement
Create reimbursement and new invoice
Select Create reimbursement and new invoice when you want to reimburse the invoice and send a new corrected invoice to the customer. In this case, the system automatically creates two invoices: a credit note and a new invoice with the same rows as the original invoice. You can edit the rows as you wish and send the new invoice forward as normal.
Only reimbursement
Select Only reimbursement when there is no need to send a new invoice to the customer anymore. In this case, the system creates only a credit note, and the invoice rows on the invoice are marked as non-billable.
Deleting a credit note is not possible
A credit note cannot be deleted from the system, so please ensure that the reimbursement is justified.
Tip! Did you accidentally create only a credit note, and now you're not sure where the rows of the original invoice went? You can find non-billable rows in the Unbilled entries section of the invoice. When an invoice is reimbursed, its rows are marked as non-billable in the system. Open the invoice and go to the Unbilled entries section and remember to toggle the switch Show non-billable on, so you can see the reimbursed rows. Move the rows back to the invoice by selecting them as active and clicking Bill now from the action menu at the top of the invoice.
Invoice status for credit notes
If your company does not have an accounting integration enabled, we recommend creating a separate status for credit notes and setting this as the Default status for credit note:
Open Preferences > Invoicing > Invoice statuses
Select Add status
Give the status a name, for example, Credit
Add the following selections to the status
Not editable
Has invoice number
Is sent
Paid
Click Save
If you have an accounting integration enabled and transfer invoices from Severa to another system, it is recommended to use the invoice status defined as the transfer status for the integration as the Default status for credit note, so that credit notes automatically go to the correct status and can be transferred to the accounting system.
Partial reimbursement
Severa does not have a direct partial reimbursement function, but you can perform a partial reimbursement manually. Create either a new invoice or open an existing one, and add a new fee row to the invoice:
Open the invoice
Go to the Invoice rows section
Click Add new fee or expense
Select a ready product from the product registry or add a row freely as an unallocated product by writing a legend on the row, for example, Partial reimbursement
Enter Amount (negative), Unit price (positive) and add the row by clicking Save
Keywords: beta, credit note, invoicing, sales ledger, accounting, invoice correction, reimbursement, receipt, complaint, return, financial management
*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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