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How to View Credit Notes

Overview​

The Credit Note list view displays all issued credit notes with key information including status, amounts, and application details. You can search, filter, expand for details, and perform actions on credit notes from this screen.

Prerequisites​

  • User has Finance module access
  • Credit notes exist in the system

Accessing Credit Note List​

From left sidebar, expand Finance and click Credit Note.

The system displays the credit note list page with all credit notes.

List View Layout​

Top Action Bar​

View Credit Note:

  • Shows currently active list view
  • Default view shows all credit notes

Search Box:

  • Search by credit note number, customer name, invoice number
  • Type to filter results in real-time
  • Search across all visible columns

+ Add Credit Note:

  • Creates new credit note
  • Opens credit note creation form

Understanding Columns​

ColumnDescriptionPurpose
▶ Expand IconClickable arrow to expand rowView detailed information in three tabs: Items, Credit Note Applied, Documents
Credit Note DateDate credit note was createdChronological tracking and accounting period reference
Credit Note#Unique identifier for credit noteReference number for customer communication and records
Customer NameCustomer receiving the creditIdentify who has credit balance
Invoice#Original invoice being creditedLinks credit to source transaction
StatusCurrent state of credit noteShows if credit is Pending, Partially Applied, or fully Applied
AmountTotal credit note valueFull credit amount including GST
CreditsRemaining unused credit balanceAmount available for applying to invoices
ReasonWhy credit was issuedQuick reference: Sales Return, Defective Goods, Price Adjustment, etc.
ActionQuick action icons👁️ View detail, ✏️ Edit (if allowed), ⋯ More options

Status Badges​

StatusColorMeaningNext Action
PendingOrangeCredit created but not applied to any invoiceApply credits to outstanding invoices
Partially AppliedGrayPart of credit used, balance remains availableApply remaining credits or wait for future invoices
AppliedGreenFull credit amount utilizedNo action needed, credit fully reconciled

Expanded Detail View​

Click on any credit note row to expand and view three tabs of information:

Items Tab​

Shows line items included in the credit note:

ColumnDescription
Item NameProduct description with item code
Original QtyQuantity from original invoice
Credit QtyQuantity being credited
Unit PricePrice per unit from invoice
Discount (%)Discount percentage applied
GST RateTax rate percentage and amount
AmountLine total credit amount

This tab shows exactly what items were credited and in what quantities.

Credit Note Applied Tab​

Shows invoices where credit has been applied:

ColumnDescription
Invoice#Invoice number where credit applied
Applied DateDate credit was applied to invoice
Applied AmountCredit amount used against this invoice
StatusShows "Applied" with green badge

If No Applications:

  • Displays "No credit note applications available"
  • Status remains Pending
  • Full credit amount available for use

Multiple Applications:

  • Credit note can be split across multiple invoices
  • Each application listed separately
  • Total applications should equal credit note amount

Documents Tab​

Shows attached supporting files:

  • List of uploaded documents with filenames
  • Click to download or view
  • Typically includes: Return challan, quality reports, approval emails

If No Documents:

  • Shows "No documents available"

Slide-Out Detail Panel​

Click 👁️ View icon or click credit note row to open right-side detail panel.

Header Section​

Customer Information:

  • Company name with initial circle
  • GSTIN with tax scheme identifier
  • Complete registered address
  • City, state, pincode, country

Credit Note Summary:

  • Credit Note# with status badge
  • Credit note date
  • Total amount

Action Buttons:

  • Edit - Modify credit note (if status allows)
  • ⋯ More - Additional options dropdown
  • ✕ Close - Close detail panel

Bill To Section​

Your company's billing details:

  • Business name
  • Complete address
  • Used for GST compliance

Ship To Section​

Customer's shipping address:

  • Delivery location from original invoice
  • May differ from billing address

Credit Note Details​

FieldDetails
Invoice#Original invoice being credited
Payment TermsTerms from original invoice (for reference)
ReasonWhy credit was issued
ReferenceCustomer reference number if provided

Item Details Table​

Comprehensive view of credited items:

Table with columns: #, Item Name, Original Qty, Credit Qty, Unit Price, Discount (%), GST Rate, Amount

Each row shows one line item with all pricing details.

Financial Summary​

Right side totals section:

  • Sub Total - Amount before tax
  • Tax Amount - GST credit amount
  • Total - Final credit note value

Quick Actions Menu​

Click ⋯ in Action column for additional options:

Available Actions​

Download PDF:

  • Generates formatted credit note document
  • Professional layout with company branding
  • Includes all item details and GST breakdown
  • Send to customer or save for records

Mark as Cancelled:

  • Cancels the credit note
  • Reverses accounting entries
  • Credit no longer available for application
  • Cannot be undone
  • Use when: Credit issued in error, customer changed mind

Attach:

  • Upload additional documents
  • Add supporting files after creation
  • Access document management

Applying Credits​

How to Apply Credits to Invoices​

For credit notes with Pending or Partially Applied status:

Step 1: Locate credit note with available balance

  • Check Credits column shows value greater than zero
  • Status should be Pending or Partially Applied

Step 2: Click ⋯ in Action column

Step 3: Select Apply Credits from dropdown

Step 4: Apply Credits dialog opens showing:

Customer Information:

  • Customer name
  • Credit Available - remaining balance
  • Credits Applied - amount already used (if any)

Invoice Selection Table:

ColumnDescription
Invoice NumberOutstanding invoices for this customer
SO#Related sales order reference
Invoice DateWhen invoice was created
Due DatePayment due date
Total AmountFull invoice value
Pending AmountOutstanding balance on invoice
Credits AppliedInput field to enter credit amount
FullCheckbox to apply full pending amount

Step 5: Enter credit amounts

For each invoice you want to apply credits to:

  • Manually enter amount in Credits Applied field
  • Or check Full checkbox to apply entire pending amount
  • System validates you don't exceed available credit balance

Step 6: Review total

Bottom shows:

  • Total: Sum of all credits being applied
  • Must be less than or equal to Credit Available

Step 7: Click Apply button

System applies credits and updates:

  • Invoice pending amounts reduced
  • Credit note status updated
  • Credits column shows remaining balance

Step 8: Confirmation

Success message displays. Credit applications recorded in Credit Note Applied tab.

Column Customization​

Click Action (column settings icon) in table header to customize columns.

Column Settings Panel:

  • Select All checkbox enables all columns
  • Check/uncheck individual columns to show/hide
  • Drag columns to reorder
  • Reset to Default restores original layout

Available Columns: All standard columns plus:

  • GST Number
  • Reference Number
  • Notes
  • Created By
  • Modified Date

Sorting and Filtering​

Sort Columns:

  • Click column header to sort ascending
  • Click again to sort descending
  • Sort arrow indicates current order

Common Sorting:

  • Credit Note Date (newest first)
  • Amount (highest value first)
  • Status (to group by status)
  • Customer Name (alphabetical)

Search Filtering:

  • Type in search box
  • Filters across all columns
  • Instant results as you type
  • Clear search to reset

Common View Scenarios​

Scenario 1: Finding Pending Credits to Apply​

Goal: Apply unused credits to outstanding invoices

  1. Navigate to Credit Note list
  2. Sort by Status column
  3. Look for Pending or Partially Applied status
  4. Check Credits column for available balance
  5. Note customer name
  6. Click ⋯ More and select Apply Credits
  7. Choose invoices to apply credits against
  8. Submit application

Scenario 2: Verifying Credit Applied to Invoice​

Goal: Confirm credit note was applied correctly

  1. Search for credit note by CN# or customer name
  2. Click to expand credit note row
  3. Switch to Credit Note Applied tab
  4. Verify invoice number appears in list
  5. Check Applied Amount matches expectation
  6. Check Status shows Applied
  7. Note Applied Date for records

Scenario 3: Tracking Customer Credit Balance​

Goal: See total credits available for a customer

  1. Search customer name in search box
  2. List filters to show that customer's credit notes
  3. Check Credits column for each credit note
  4. Add up all credits to get total balance
  5. Note which invoices can be adjusted
  6. Plan credit application strategy

Scenario 4: Reviewing Credit Note Details Before Customer Call​

Goal: Discuss credit with customer

  1. Search credit note by CN# or invoice number
  2. Click 👁️ View to open detail panel
  3. Review Items tab - know what was credited
  4. Check Reason - recall why credit issued
  5. Note Credit Note Date for timeline reference
  6. Check Documents tab for supporting files
  7. Download PDF to email customer if needed

Scenario 5: Month-End Credit Note Report​

Goal: Summarize credits issued this month

  1. Sort by Credit Note Date (newest first)
  2. Filter to current month dates
  3. Note total number of credit notes
  4. Sum Amount column for total credits issued
  5. Count by Reason to analyze credit patterns
  6. Export or screenshot for reporting
  7. Review high-value credits for approval verification

Understanding Amount vs Credits​

Amount Column:

  • Total credit note value
  • Fixed amount, doesn't change
  • Includes GST
  • Represents full credit issued

Credits Column:

  • Remaining available balance
  • Decreases as credits applied
  • Shows unused portion
  • Becomes ₹0.00 when fully applied

Example:

  • Credit Note Amount: ₹23,600.00
  • Credits Applied to INV-1001: ₹5,555.00
  • Remaining Credits: ₹18,045.00

Status Lifecycle​

Credits move through statuses as they're used:

Pending → Partially Applied → Applied

Pending:

  • Just created
  • No credits used yet
  • Full amount available

Partially Applied:

  • Some credits used
  • Balance still available
  • Can apply to more invoices

Applied:

  • Fully utilized
  • No balance remaining
  • All credits exhausted

Mobile/Responsive View​

List View on Mobile:

  • Key columns visible: CN#, Customer, Amount, Status
  • Swipe left/right for more columns
  • Tap row to expand details
  • Tabs stack vertically

Detail Panel on Mobile:

  • Opens full screen
  • Scrollable content
  • Touch-friendly action buttons
  • Swipe down to close

Download PDF​

Professional credit note document includes:

  • Company header with logo
  • Credit note number and date
  • Customer billing and shipping address
  • Complete item details with quantities
  • GST breakdown (CGST, SGST, or IGST)
  • Amount in words
  • Terms and conditions
  • Authorized signature space

Use for:

  • Sending to customers
  • Filing in records
  • Audit documentation
  • Email attachments

Tips & Best Practices​

Pro Tips

Review Pending credits weekly and apply to outstanding invoices to keep accounts clean

Always verify invoice number before applying credits to avoid wrong application

Use the expanded Items tab to confirm credit details when customer has questions

Download PDF immediately after creation for emailing to customer for faster acceptance

Sort by Credits column to quickly identify which credit notes have available balance

Check Documents tab before customer calls to access return documentation quickly

Apply larger credit balances first to older invoices to clear aged receivables faster

Troubleshooting​

Issue: Credit note not appearing in list

  • Check if credit note was saved as draft vs submitted
  • Verify user has permission to view credit notes
  • Clear search box filter
  • Check if status filter applied

Issue: Cannot apply credits to invoice

  • Verify credit note status is Pending or Partially Applied
  • Check Credits column shows available balance
  • Confirm invoice belongs to same customer as credit note
  • Ensure invoice has pending balance greater than zero

Issue: Applied amount not reducing invoice balance

  • Refresh the page to see updated amounts
  • Check if application was submitted vs cancelled
  • Verify credit applied to correct invoice number
  • Review Payment Received module for payment conflicts

Issue: Credits column shows wrong amount

  • This is remaining balance, not total credit
  • Check Credit Note Applied tab for application history
  • Sum applied amounts to verify calculations
  • Contact support if discrepancy persists

Issue: Cannot download PDF

  • Check browser pop-up blocker settings
  • Ensure stable internet connection
  • Try different browser
  • Clear browser cache and retry

Need help? Contact support at support@bizconnekt.com