Within Simplicate, you can easily create a credit invoice. One reason to create a credit invoice is when an invoice has been sent to the customer, but it is not entirely correct.
Creating a credit invoice
A credit invoice is always created based on an existing invoice. Go to the relevant invoice, then click on ‘More’ and choose ‘Create credit invoice’.
Note:
You can only credit the invoice in its entirety. A partial credit invoice is not possible.
You cannot send credit invoices collectively. They must be sent individually.
After clicking this, the following pop-up will be displayed, which again states that it is only possible to credit an invoice in its entirety:
Then click ‘Create Credit Invoice,’ and the credit invoice will be created. When you want to send the credit invoice, you will have two options:
Return to ‘To be invoiced’.
Create a new draft invoice with the same content.
Option 1: Return to ‘To be invoiced’
When this option is chosen, the credit invoice is sent, and all services are returned to ‘To be Invoiced’. This means that after sending the credit invoice, you can decide what to do with the services: write off, transfer, correct, or simply re-invoice them.
If the invoice items are not immediately visible in the ‘To be Invoiced’ overview, you can click on Options > Update, in the top right corner. This will retrieve the most recent invoice items.
Option 2: Create a new draft invoice with the same content
When this option is chosen, the credit invoice is sent, and a draft invoice with the same services you credited is created. Note: if you have changed the price of a subscription on the invoice, this change will not be reflected in the new draft invoice.
After sending the credit invoice, you will find a new invoice under ‘Draft Invoice.’ If you decide you do not want the invoice in draft status, you can always delete it. The invoice items will then return to ‘To be Invoiced.’
Note: When crediting an invoice that is not linked to a project, only the option ‘Create a new draft invoice with the same content’ is shown, because only items linked to a project can be returned to ‘To be invoiced.’
When can you adjust the invoice items?
After one of the two options has been chosen, you can click on ‘Send credit invoice’. After that, the credit invoice is sent to the customer and the services can be adjusted or resent!
Crediting advances
When you have agreed with the customer to send an advance invoice, you do this as discussed in this article. If you want to credit an advance invoice, go to ‘To be invoiced,’ find the project under which the advance falls, and check the advance. Then create an invoice only for this advance and send it to the customer. This cancels the advance, preventing further settlements.
Note: If you have already settled part of the advance, you will need to reverse the settlements with a credit before proceeding.
Accounting
A credit invoice will not reconcile the original invoice in Simplicate, regardless of the payment status of that invoice. The reason for this is that a payment may already be on its way and could overlap. Reconciling the original and credit invoice must therefore be done in the accounting system once it is clear whether payments have been made and/or the invoices can be offset against each other.