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.
Issuing Ad-hoc Credit Notes
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 Generate Credit Notes
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 Create Credit Notes selected.
Crediting Services or Issuing Credits for Product Returns
Review this article on Crediting Services to learn how to Issue Credit Notes to service sales. Similarly, this article on Returning Products will show you how to return a product and Generate Credit Note.
Credit Note Preview
You can access the Credit Note Preview from the original sale by clicking on the icon next to the Credit, allowing you to review details and process any necessary changes or refunds.
Credit Note Statuses
Credit Notes can have three 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.
The status of a Credit Note depends on the amount of credit available for the client.
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 appropriate permission to view this report.
📌 Credit notes facilitate a secondary transaction to adjust or offset the initial sale.
This is the recommended workflow. Manually adjusting historical sales affect financial reporting.