Refunds and corrections

In "Invoicing" several mechanisms exist to record returns, refunds and corrections of previously posted documents. They split into two categories:

• Corrections — separate documents that adjust a previously confirmed bill or invoice without cancelling the original (see "Bill corrections" and "Invoice corrections" below).
• Returns — recorded by creating a document of the opposite type with a special "Return" flag on its type:
  • a credit note is a bill whose type has the "Return" flag — it reverses a sales invoice from the supplier's side;
  • a refund is an invoice whose type has the "Return" flag — it reverses a purchase bill from the customer's side.

The exact set of documents and their captions depends on the configuration.

When to use

• if you need to decrease (or otherwise adjust) a previously issued amount → use a correction;
• if goods are returned by a customer → record a credit note (return bill);
• if you return goods to a supplier → record a refund (return invoice);
• if you need to correct taxes or amounts on an already confirmed document → use a correction.

Relationship with original documents

Correction documents are always linked to a specific source document via the "Original bill" / "Original invoice" field. Returns (credit notes / refunds) carry per-line references to the original document's lines, so the system can track which quantity of which original line has been returned.

Bill corrections

Bill corrections are used to adjust an existing bill.

Where to find it

1. Open "Invoicing" -> "Operations" -> "Bills".
2. Open the bill you need to adjust.
3. Click "Create Correction".

The system creates a new bill and links it to the original in "Original bill".

Validation rules

The system enforces these rules:

• correction vendor must match the original bill vendor;
• correction company must match the original bill company;
• the original bill reference cannot point to another correction.

If you create a correction from an already corrected document, the new correction is still linked to the same original bill.

Correction modes

Replacement correction (default)

Use this mode when the correction should replace the previous version values.

• the previous document is the previous correction in the chain;
• if there is no previous correction, the previous document is the original bill;
• Amount correction is calculated as current amount - previous amount (replacement effect relative to the previous document).

Reversal correction

Use this mode when the correction document itself already contains reversal/replacement values (for example, negative lines).

• set "Reversal" in the correction bill;
• in this mode, Amount correction is taken from the correction bill amount itself;
• it is not calculated from the previous document.

Correction chain in the bill card

In the bill card, the Corrections tab shows:

• all linked corrections with index, date, status, and amounts;
• correction count in the tab badge.

The footer also shows correction totals, including:

• values from the latest non-reversal correction;
• totals adjusted by reversal corrections;
• correction values for the currently opened correction bill.

Debt behavior

Debt is recalculated automatically when a bill correction amount changes:

• correction amount is converted into correction debt amount;
• matching between the original bill and the correction is updated automatically;
• correction bills are handled in the dedicated correction debt flow.

Typical flow

1. Open the original bill.
2. Click "Create Correction".
3. Edit lines and totals.
4. Enable "Reversal" only when the correction document itself represents reversal/replacement values.
5. Save and post according to your process.
6. Check totals in Corrections and in Debt and payment calendar.

Invoice corrections

Invoice corrections work similarly to bill corrections, but with one important difference: they only support replacement mode — there is no "Reversal" flag on an invoice correction. The replacement formula and chain navigation are the same as for bill corrections.

To create an invoice correction:

1. Open "Invoicing" → "Operations" → "Invoices".
2. Open the invoice you need to adjust.
3. Click "Create Correction".
4. Edit the lines and totals so they describe the corrected state of the invoice.
5. Save and post.

Validation rules mirror those of bill corrections (matching customer/company, no chained-correction-of-correction, etc.).

Credit notes (return bills)

A credit note is implemented as a bill whose type has the "Return" flag set. It is used to record a sales return — the customer returns goods that were previously sold to them via an invoice.

How to create a credit note

In the source invoice card a "Return" action appears once the invoice has been moved to To pay and remains visible afterwards — including after the invoice is marked Paid — so the typical case of recording a return after the original sale was already completed is supported. The action disappears only when the invoice is Canceled, and is not available for Draft invoices. It is also not available from a list selection — open the invoice itself. Click the action to create a new bill:

• of the bill type linked to the invoice type (via the "Return type" setting on the invoice type);
• with the customer as vendor;
• with lines copied from the invoice (price and applied taxes are inherited).

Each credit-note line keeps a reference back to the invoice line it was created from, so the system can compute returned quantity per invoice line and (optionally) prevent returning more than what was originally sold via the "Check returned quantity" flag.

Workflow

The credit note then follows the normal bill lifecycle (Draft → To pay → Paid → Canceled). Its amount reduces the customer's debt that was originally created by the source invoice.

Refunds (return invoices)

A refund is implemented as an invoice whose type has the "Return" flag set. It is used to record a purchase return — goods that were previously received via a bill are returned to the supplier.

How to create a refund

In the source bill card a "Return" action appears once the bill has been moved to To pay and remains visible afterwards — including after the bill is marked Paid — so the typical case of recording a return after the original purchase was already completed is supported. The action disappears only when the bill is Canceled, and is not available for Draft bills. It is also not available from a list selection — open the bill itself. Click the action to create a new invoice:

• of the invoice type linked to the bill type (via the "Return type" setting on the bill type);
• with the supplier as customer;
• with lines copied from the bill (price and applied taxes are inherited).

Each refund line keeps a reference back to the bill line it was created from. The same "Check returned quantity" mechanism is available.

Workflow

The refund then follows the normal invoice lifecycle (Draft → To pay → Paid → Canceled). Its amount reduces the supplier debt that was originally created by the source bill.

Choosing the right mechanism

Situation	Use
The invoice/bill amount is wrong and you need to fix it	Correction (bill or invoice)
A customer returns goods after an invoice was issued	Credit note (return bill)
You return goods to a supplier after a bill was registered	Refund (return invoice)
A bill needs a full reversal (negative-amount document)	Bill correction with the "Reversal" flag