{"id":26849,"date":"2024-12-17T18:20:44","date_gmt":"2024-12-17T16:20:44","guid":{"rendered":"http:\/\/support.simplbooks.ee\/?post_type=ht_kb&p=26849"},"modified":"2025-09-17T15:05:45","modified_gmt":"2025-09-17T12:05:45","slug":"marking-a-credit-note-as-paid-purchase-invoices","status":"publish","type":"ht_kb","link":"https:\/\/support.simplbooks.ee\/en\/kasutusjuhendid\/marking-a-credit-note-as-paid-purchase-invoices\/","title":{"rendered":"Marking a credit note as paid (purchase invoices)"},"content":{"rendered":"

This guide outlines the different options for marking a credit note as paid.
You can find more information about creating a credit note in the guides titled\u00a0Creating a credit note for inventory items (purchase invoices)<\/a> and\u00a0Creating a credit note (services, not inventory items).<\/a><\/p>\n

<\/span>1. A credited purchase note has already been paid and the amount is being refunded based on the credit note<\/div>
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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<\/strong> from the Actions <\/strong>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.
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<\/span>2. The credited purchase invoice is fully unpaid<\/div>
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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<\/strong>\u00a0menu -> Mark as Paid<\/strong>, but instead of using a bank account or cash, you should use the Settlement of Accounts<\/strong>, choose the correct date and save the payment.<\/p>\n

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<\/span>3. A credited purchase invoice is partially unpaid<\/div>
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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<\/strong>. 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.<\/p>\n<\/div><\/div>\n

<\/span>4. Linking a credit note to multiple purchase invoices<\/div>
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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.\u00a0<\/p>\n

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<\/strong>, 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).<\/p>\n<\/div><\/div>\n

<\/span>5. Linking a credit note in bank import<\/div>
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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.\u00a0
<\/div><\/div><\/div>\nWarning<\/span> When marking offsetting transactions, it is important to ensure that the transactions are recorded with the same date. The account “9999 Settlement of accounts<\/strong>” is an off-balance sheet account<\/strong>\u00a0and if payments are entered on different dates, the balance will be out of alignment with the date of the first recorded payment, resulting in an error.<\/p>\n

If “Settlement of accounts” is missing under “Bank accounts and cash register” you can create it yourself. Here\u2019s a guide to help you\u00a0Bank accounts and cash registers (adding\/editing)<\/a>.<\/em><\/p>\n

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If you have any additional questions, please write to us at support@simplbooks.ee<\/a><\/em><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n

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