With credit note reasons, you record why you create a credit note. Examples include an incorrect amount, a duplicate charge or a goodwill discount. You choose the reason from a list managed by your firm. This helps everyone use the same wording and allows you to track credit notes by reason.
The reason is for internal use only. AdminPulse stores it with the credit note but does not add it to the document your customer receives. Adding a reason is optional. You can select only one reason per credit note.
This article explains how to set up credit note reasons, add them to credit notes, and use them to track credit notes.
How do you set up credit note reasons?
You manage the reasons under Settings > Tags on the Credit note reasons tab. AdminPulse does not include any default reasons. Your firm decides which reasons to use. You need permission to view and edit the settings.
To add a reason:
- Go to Settings > Tags.
- Open the Credit note reasons tab.
- Click + Add credit note reason.
- Enter a name and click OK.
The reason is immediately available for credit notes. The name can contain up to 255 characters and must be unique within your firm.
Do you want to rename a reason? Click its name, edit it, and press Enter or click elsewhere on the page. The new name is also shown on credit notes that already use this reason.
💡 A reason has one name and cannot be translated in AdminPulse. If your firm works in multiple languages, include both languages in the same name. For example: Incorrect amount / Montant erroné. This keeps all related credit notes grouped under one reason.
Disable or delete a reason
Do you no longer use a reason? Select its checkbox in the Disabled column. The reason:
- no longer appears in the selection list for new credit notes;
- remains on credit notes where it was already used;
- remains available as a filter.
Do you want to use the reason again? Clear the checkbox in the Disabled column.
You can permanently delete a reason only if the Nr of credit notes column shows 0. Click the trash icon in the Actions column and confirm with Yes. If the reason is already used, you can only disable it. This keeps your credit note history complete.
How do you add a reason to a credit note?
The Credit note reason field appears only for credit notes, not for invoices. You need permission to edit invoice proposals.
You can find the field in two places:
- when creating a credit note from scratch via Invoicing > New credit note from scratch;
- under Invoicing > Invoice proposals, after expanding the credit note row.
Follow these steps:
- Open or create the credit note.
- Next to Credit note reason, click the pencil icon or the reason that is already displayed.
- Select a reason from the list. Select None to remove a previously selected reason.
When you create a credit note based on an existing invoice or invoice line, AdminPulse does not add a reason automatically. Select the reason yourself in the credit note proposal.
👉 Disabled reasons do not appear in the selection list. If the reason was selected before it was disabled, it remains on that credit note.
💡 If the credit note proposal is locked, you cannot change the reason. Unlock the proposal first.
What happens after you number the credit note?
After the credit note has been numbered, you can no longer change or add a reason. Select the reason while the credit note is still a proposal.
You can view the reason later under Invoicing > Invoices. Expand the credit note row to see the reason in the details. If no reason was selected, the field is not displayed.
👉 If you use Change to invoice to convert a credit note proposal into an invoice, AdminPulse removes the reason. If you later change the proposal back to a credit note, you must select the reason again.
How do you filter by credit note reason?
You can filter by one or more reasons using the advanced filters under Invoicing > Invoice proposals and Invoicing > Invoices.
- Open Invoicing > Invoice proposals or Invoicing > Invoices.
- Click Advanced filters.
- Under Credit note reason, select one or more reasons.
Select Without credit note reason to show credit notes that do not have a reason. You can combine this option with one or more other reasons.
💡 Disabled reasons do not appear in the standard suggestions. Enter the name of a disabled reason to find and select it as a filter. AdminPulse displays disabled reasons with a line through them.
💡 Good to read
Read these articles for more information about invoices and credit notes: