Viewing and managing a sales credit note

The details page combines the customer, document data, lines, payment information and follow-up for one sales credit note. The title shows Draft, Open, Partially paid or Paid. You need access to the active administration and an active Billnado licence.

Customer, references and document settings

Billnado stores a snapshot of the customer's VAT number and address on the credit note. Later changes to the customer record therefore do not silently alter an existing document. If the record has changed, Billnado identifies outdated fields and lets you deliberately refresh the snapshot.

Warning: refreshing replaces the customer data stored on this credit note. Check the PDF and Peppol UBL again before sending.

References contains the customer reference and a project belonging to that customer. Parameters contains free key-value document data.

Field or setting	Meaning
Date and Due date	The document date and the date by which it should be financially processed.
Comment	Formatted customer-facing text on the document.
Enable customer portal	Controls guest access. When available, External guests URL can be opened or copied.
Self-billing credit note	Indicates that the customer issued the document.
Structured payment reference	Lets Billnado manage the reference; turn it off for a regular reference.
VAT rate and Default account	General defaults for credit note lines.
Trade name	The business details and branding used on the document.
Journal	The sales journal that controls numbering. It is read-only here.
Internal note	Internal follow-up information, separate from the customer comment.

Lines and totals

Totals shows the amount excluding VAT, VAT and the amount including VAT. Each expandable line summarises its name, VAT rate, unit price, quantity and totals.

Manage Name, Quantity, Unit price, VAT rate, Price excl. VAT and Price incl. VAT. Show additional fields reveals Base price, Discount, calculated VAT amount, Unit, a line-specific Project, Ledger account and formatted Note. Calculation fields update the related amounts. Use Add line, Up, Down and Delete; at least one line must remain.

Documents, payments and communication

Documents contains generated PDF and UBL files and your own attachments. Any available file can be downloaded; only attachments can be deleted here. Upload document or drag and drop adds an attachment. Files larger than 5 MB are rejected.

Payments lists each amount, date, payment method and reference and shows Total paid. Communication lists emails and Peppol transmissions newest first. Its status shows whether an item is queued, processing, sent or failed; View opens the related log. System shows the read-only creation and last-modified times.

Saving changes

After you change data or lines, the footer shows only Reset and Save. Reset restores the last saved values. Save stores the current composition and causes Billnado to rebuild the document files. Wait for the refreshed PDF before checking or sending it.

Finalising a draft

When there are no unsaved changes, a draft offers View PDF, Create final credit note, Delete credit note and Options.

Create final credit note assigns the next final number for the journal and financial year. If the credit note date is not today, Billnado asks whether to keep it or replace it with today. The credit note then leaves draft status.

Warning: finalising consumes a credit note number and cannot be reversed to a draft on this page. Check the customer, date, journal, lines and totals first.

Deleting requires double confirmation and permanently removes the draft. Under Options, you can email it, add a payment, copy it into a new draft or create a project.

Actions on a final credit note

Action	Result
View PDF	Opens the latest available credit note PDF.
Send	For a business customer, choose Peppol or email. For another customer, email opens directly.
Add payment	Records financial processing and recalculates the status. On a fully paid credit note, it is under Options.
Copy	Creates and opens a separate new draft with the same data and lines.
Create project	Creates and opens a new open project based on the credit note.
To invoice	Creates and opens a separate draft sales invoice; the original credit note remains.
Mark as exported to accounting	Records manual accounting processing. It sends nothing to accounting software and cannot be repeated after an export time is recorded.

Related documentation

• Recording a payment on a credit note
• Sending a sales credit note by email
• Sending a sales credit note through Peppol