If a credited purchase note has been paid (i.e., the invoice status is “Paid”) and the company receives a refund based on the created credit note, the easiest way to mark the credit note as paid is to do so directly from the invoice. Select Mark as Paid from the Actions menu, choose the correct date (the actual date when the funds were credited to the bank account), and if there are multiple bank accounts, select the appropriate one. Save the payment. This payment will have a negative sign, indicating a cash inflow related to the purchase invoice. Also, check the purchase ledger (Reports -> Purchase ledger) and compare the balance in the bank account ledger with the balance in online banking.

If a credit note has been issued for the total amount of the purchase invoice, both invoices should be marked as paid with the same date without changing the amount. Select from the Actions menu -> Mark as Paid, but instead of using a bank account or cash, you should use the Settlement of Accounts, choose the correct date and save the payment.

If a partial credit note has been issued, it is recommended to first mark the credit note as paid and then mark the original purchase invoice as paid to the extent of the credit note amount using the Settlement of accounts. The remaining unpaid amount can be marked as paid with the bank account or if using a bank interface, a payment order for only the unpaid amount can be sent to the bank.

The credit note amount can also be settled with multiple purchase invoices. For clarity, it is recommended to mark each purchase invoice as paid separately based on the credit note and include a reference to the purchase invoice in the payment description for which the amount was settled. 

If there were no unpaid purchase invoices when the credit note was issued, it will initially remain in accounts payable as pending. Upon receiving a purchase invoice, mark both the credit note and the purchase invoice as paid using the Settlement of accounts, adjusting the amount if necessary. Use a date that is later than both invoices (e.g., credit note date 20.09.2024, purchase invoice date 28.09.2024: in this case, use the date 28.09.2024).

If a credit note has been created for a purchase invoice that has already been paid and the amount is deducted from the payment of another purchase invoice, it is possible to mark both the payable purchase invoice and the credit note during the bank import process, with the credit note being marked first. In such cases, we recommend prioritizing the method described in point 3 for marking the credit note as paid.