Check and manage a purchase credit note

Check the supplier, lines, totals, attachments and payments, and process the purchase credit note.

Updated on September 7, 2026

On this page, you check and edit a purchase credit note. The title shows the document number and current status. The data on this page forms the entry in your administration; the attached PDF or UBL remains the supplied document. You need access to the administration and an active Billnado licence.

Supplier and document

Field or setting	Meaning
Supplier	The supplier from whom you received the document. Choose an active supplier to save the page.
VAT and address details	Show the selected supplier’s details. They cannot be edited directly here.
Credit note number	The number stated by the supplier on their document.
Date	The date of the supplier’s document.
Comment	An explanation accompanying the document.

Lines and totals

Field or setting	Meaning
Item	The description of the credited goods or service.
Quantity	The quantity to which the line relates. Use a positive quantity.
Unit price	The price of one unit, excluding VAT. Use a price of zero or above.
VAT rate	Determines the VAT treatment of this line.
Amounts excluding and including VAT	Show the line value. Related amounts are recalculated after a change.

Totals shows the sum excluding VAT, the VAT and the sum including VAT. A credit note records a correction; do not make the amounts negative simply because it is a credit note.

Action	Effect
Add line	Adds a new line to the document.
Move up and Move down	Change the order of the lines.
Delete line	Deletes the selected line. At least one line remains.

Additional line details

Open Additional details for further line classification and explanation.

Field or setting	Purpose
Unit	Clarifies the quantity, for example pieces or hours.
Project	Assigns the costs or correction of this line to a project.
General ledger account	Determines the accounting classification of the line.
Comment	Additional explanation about this line.
VAT amount	The calculated VAT portion of the line.

Overall classification

Field or setting	Meaning
Project under References	Links the entire document to a project.
VAT rate under Global	Proposes the VAT treatment for new lines.
Default account	Proposes the ledger account for new lines.
Trade name	Determines the trade name in your administration under which you record the document.
Purchase journal under Internal	Determines the purchase journal to which the document belongs.
Internal note	Stores notes for your own follow-up.

Check existing lines individually when changing the overall proposals.

Documents and payments

Documents lists the available PDF, UBL and attachment files. Download saves a file. Upload document or dragging into the box adds attachments, up to 5 MB per file. Only files of type Attachment can be deleted here. Uploading and deleting an attachment take effect immediately; they do not wait for Save on the page.

Payments shows the payment method, date, amount and any note for each entry. Total paid adds up these entries. This card is for checking; you do not make a payment here.

System information

System shows when the entry was created and last changed. These details are read-only.

Save and confirm

After a change, use Save; Cancel restores the saved data. On a saved page, View PDF opens the document.

Process a draft with Confirm purchase credit note. It then receives the payment status matching the total and recorded payments: open, partially paid or paid. Later changes to amounts can also change the payment status.

Options and consequences

Action	Effect
Copy	Creates a separate draft credit note with the same supplier, data and lines and today’s date. Check the copied credit note number. Files and payments are not copied.
Convert to purchase invoice	Corrects an incorrect document type. Only a draft can be converted this way. The credit note is replaced by a draft invoice; files and payment entries move with it.
Mark as exported	Records that you have already processed the document outside this export process. It sends nothing to your accountant. The option disappears when the document is marked as exported.

Important: converting to another purchase document type replaces the original draft. Check the desired type before confirming the conversion; files and payment entries move with it.

Delete

For a draft, Delete appears at the bottom; for a confirmed document, it is under Options. The action asks for double confirmation.

Important: deletion is permanent and also removes files, payment entries and linked email data. Check any settlement already recorded beforehand.