The quickest way: If you want to credit a specific outgoing invoice:
1. Go to the Outgoing invoices listing,
2. Click "Actions" next to the relevant invoice,
3. Select "Create credit note."
Allfred will automatically pre-fill the original invoice, brand, billing address, project, and contact person - you won't need to look anything up manually. This is the recommended approach whenever you're crediting a specific, already-issued document.
Creating a credit note (or a request for a credit note) can also be done from other places within Allfred:
Projects: List of projects – via the "Actions" button → Credit note
Project Detail: via the "Actions" button → Credit note
Finance – Request For Invoicing – via the "Add New" button → Credit note
Proforma or Outgoing Invoices – via the "Add New" button → Credit note
Issuing a credit note, or preparing the documents for one, follows the same process as issuing a regular outgoing invoice. The only difference is that a negative value is required in the second step of invoicing.
Are you crediting the full invoice 1:1, or only a part of it?
If you're crediting the entire original invoice in full, you can skip step 2 (Budget items) and go directly to step 3 (Invoice details) - the values will be pulled in automatically from the original invoice.
If you're crediting only part of the invoice (e.g. a specific line item or a portion of it), you'll need to go through step 2, where you adjust the items/amounts to negative (minus) values matching the amount you want to credit.
1) Project details
In this step, you first need to select the original invoice you're crediting - this field appears as the first line, above the brand selection. If you create the credit note directly via "Actions" → "Create credit note" on a specific invoice, this link (and the other data below) is filled in automatically.
If you're creating the credit note from other places (e.g. Finance – Request for Invoicing, or Proforma/Outgoing Invoices → Add New), you'll need to fill in:
Original invoice (which the credit note relates to)
Brand/s
Billing address
Project
Contact person
Owner and Team are pre-filled automatically based on the project, but you can change them
2) Budget items
This step is only needed if you're crediting part of the invoice - if you're crediting the entire invoice 1:1, you can skip straight to step 3.
In the second step of the credit note, you click on the items you want to credit and the amount. When you click on a budget item, you can edit the value you want to credit. The negative invoiced value of the budget items is added automatically. A negative value is required to issue a credit note.
3) Invoice details
In the third step, you need to complete the following:
Issue Date
Date of supply
Due date (pre-filled automatically based on the billing address settings)
Currency
PO – if needed
Invoice items and Amounts = use the "Generate from budget items" button to transfer the budget items and amounts defined in step 2 (if crediting the full invoice, these are pulled directly from the original invoice)
Notes – if needed
4) Submit / Create credit note
The buttons at the end of the process are displayed according to the role assigned to you in Allfred. If you are a Project manager, Team leader, or Managing Director, you can only submit a credit note for approval (unless otherwise agreed for your account).
If you are a Financier, CFO, or Admin, you have the right to issue the credit note directly, i.e. "Create Invoice." Issuing the credit note generates the credit note and its PDF document (corrective tax document). This generated document includes a reference to the original invoice it relates to. You can find the credit note using the Type filter in the "Outgoing invoices" section.
