Credit Note
Credit Notes — Quick Guide for Claimed Shop Owners
Straight, non-technical instructions you can follow in the merchant dashboard to issue, send and manage credit notes. No developer jargon — just what you need to do day-to-day.
What is a credit note?
A credit note is an official document you give a customer when you need to:
Refund or partially refund a sale, or
Accept returned goods and give credit (store credit or refund), or
Correct an overcharge.
It shows returned items, taxes, discounts and the final credit amount. It also increases stock for returned items so inventory stays accurate.
Who can use this?
Only people who have claimed the shop and have an active owner/manager account can create, edit or send credit notes. If you can access your shop’s dashboard, you’ll see the Credit Note area.
When should you issue a credit note?
Issue a credit note when any of the following apply:
Customer returns items (wrong size, defective, etc.).
You need to refund a customer (full or partial).
You need to cancel or correct a sale line (overcharge, wrong item billed).
If you’re giving cash back immediately, create the credit note for records and set status appropriately.
Quick step-by-step: Create a credit note (what you’ll do in the UI)
Open Dashboard → Credit Notes → Create (or “Create from Sale” to auto-fill returned items).
Select the customer (search by name or email).
Add returned items:
Choose product (or enter SKU).
Enter quantity returned.
Verify unit price and tax (the system will usually fill tax from the product).
Enter a reason for the credit (required) — e.g. “Wrong size / Damaged / Overcharge.”
(Optional) Add discounts or notes.
Check the totals: subtotal, tax, discount, final credit amount.
Click Issue Credit Note.
After issuing:
Stock for returned items will be incremented (items go back into inventory).
A stock movement record is saved for audit trails.
Important fields — plain language
Credit Note Number: unique identifier for this credit note (the system can auto-generate or let you enter one).
Date: date the credit note is created/issued.
Customer: who is receiving the credit note. Make sure contact details (email/phone) are correct.
Items: returned products, quantities and prices.
Reason: short explanation of why the credit note was issued (required).
Discount: any additional reductions applied to the credit.
Total: final amount credited to the customer.
Status: usually
issued, can be changed toredeemed(if the credit is used) orcancelled.
Sending the credit note to the customer
You can send the credit note as a PDF:
Email — attaches the PDF; requires customer email.
WhatsApp — placeholder option in the UI (your business may need to enable a WhatsApp integration for full delivery).
If contact details are missing you’ll be warned; add or confirm the customer’s email/phone before sending.
What happens to inventory and records?
Returned items are added back to stock automatically (so you can resell them if appropriate).
A stock history entry is created for every returned item (useful for audits).
The credit note and all changes are logged (who created it, who updated it).
Changing status (issued → redeemed → cancelled)
Issued: credit note has been created and is valid.
Redeemed: customer used the credit (e.g., as store credit or applied to a new sale).
Cancelled: invalidates the credit note (use only for mistakes).
Change status from the credit note details screen. The system logs who changed status and when.
Best practices & policy suggestions
Inspect returned goods before issuing a credit note. Note item condition in the credit note or internal notes.
Use descriptive reasons (helps with accounting and customer service).
If refunding to card/cash, record the refund transaction and link it to the credit note (if your POS supports it).
Use
redeemedstatus when a credit note is used as payment against a sale — this keeps records tidy.Keep credit note numbers unique and sequential for bookkeeping.
Common questions (FAQ)
Q — Can I create a credit note from a previous sale? A — Yes. Use “Create from Sale” to pre-fill items and quantities for faster processing.
Q — Will returned items immediately appear as available? A — Yes — the system increases inventory when the credit note is issued.
Q — What if a customer doesn’t want the item back? A — You can still issue a credit note (for refund) but do not restock the item — make an internal note and adjust stock manually if required.
Q — Can I resend a credit note PDF? A — Yes — open the credit note and use the Send option again.
Q — My customer has no email — how do I send the credit note? A — Use the WhatsApp option if you have the customer’s phone and your account supports WhatsApp delivery; otherwise, download the PDF and deliver it manually.
Step-by-step checklist before issuing
When to contact support / accounting
If credit note numbers clash or you need them renumbered in bulk.
If inventory totals look wrong after returns.
If you need WhatsApp sending enabled or integrated.
If you need a custom refund workflow linking credit notes & payment refunds.
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