ℹ️ Credit notes can be issued by a clinic to a client for a variety of use cases; including product returns, service credits, or as a one-time ad hoc credit to thank clients for referrals or loyalty.
Click on the image below to launch the video walkthrough.
Issuing Ad-Hoc Credit Note
Ad-hoc credit notes can be issued to apply a credit to a client's account thereby increasing their credit balance with your clinic. Common reasons to issue ad-hoc credits are to thank clients for their loyalty, or referrals, or as a 'goodwill credit' to maintain client satisfaction.
To issue an ad-hoc credit note:
Navigate to the Patient's Health Card
Click Issue Credit Note
Include the Amount and Credit Reason
Select Issue Now
The new Credit Note will be available for printing and email from the Credit Note Report.
📌 If you do not see Issue Credit Note button, please be sure to check your Role Permissions and ensure you have the Create Credit Notes permission selected.
Credit Note Report
To view all credit notes issued during a specific period, access the Credit Note Report. This report includes client information, status, values, and taxes for all credit notes within the selected timeframe.
📌 You will require the View Credit Notes Report Role Permission to view this report.
Voiding a Credit Note
You may need to void a credit if, for example, you created a credit in error, or, you needed to void a credit that was created as part of a product return.
In the "Actions" area if the Credit Note report, you may have the option to Void a credit by selecting the red, Void button in the credit line item.
Click on the Void button
Enter Void Credit Note reason
Choose Confirm
Please note, the Void button will only be available to you if:
you have the Void Credit Note Role Permission enabled; and,
the credit note has not already been Applied or Partially Applied; or,
the credit note has not already been voided.
📌 If you are unsure whether or not you have the "Void Credit Note" Role Permission enabled, contact your account administrator.
Credit Note Statuses
Credit Notes can have 4 statuses:
Open: Full value of the credit note is available for use.
Partially Applied: Part of the credit note value has been used.
Closed: Full value of the credit note has been utilized.
Voided: A credit note that has been successfully voided
The status of a Credit Note depends on the amount of credit available for the client.