How to Fix a Completed Sales Invoice With a Credit Note in Unleashed

Before you start

• Completed transactions in Unleashed can't be edited, reversed or deleted. You correct them with offsetting transactions.
• Stock can only be returned on a credit note if it was dispatched on a shipment for the sales order.
• Set up Credit Reasons under Settings > System > Credit Reason, so each credited line has a reason.
• Users who credit invoices need the Credit role permission.
• A completed credit note can't be reversed or deleted either. Check it before you click Complete.

Step 1: Credit the original invoice

1. 1Confirm the quantities you're crediting were dispatched on a shipment for the sales order.
2. 2Open the sales order and click the Invoices tab.
3. 3Click the action cog on the completed invoice and select Credit. A Parked credit note opens with the invoice's lines, quantities and prices.
4. 4Edit Credit Qty and Credit Price for each line. Neither can be higher than what was invoiced. Remove lines you aren't crediting with the bin icon.
5. 5Pick a Reason for each line.
6. 6Tick Return on lines where goods come back to stock. Leave it unticked to credit the value only.
7. 7Click Complete.

You can also start a credit note from Sales > Credits > Add Credit, from the completed invoice (tick lines, then action cog > Credit), or from View Invoices (action cog > Credit Invoice).

Step 2: Re-create the order and invoice it

1. 1Clone the original sales order, or re-create it by hand. Cloning sales orders needs Core or Pro.
2. 2Correct what was wrong: the customer, prices, tax or delivery address.
3. 3Generate a new invoice from the corrected sales order.
4. 4If the invoice belongs in an earlier reporting period, set the invoice date before you complete it.

Step 3: Get the dates right

• You can backdate invoices and credit notes to the correct reporting period.
• You can backdate a shipment's dispatch date. It drives the stock movement journal exported to Xero.
• Inventory transaction dates in Unleashed use the date the shipment was actually dispatched and can't be backdated.

If something doesn't look right

• You forgot to tick Return: go to Sales > Credits > Add Credit, enter the invoice number, set prices to 0, tick Return on the lines, delete the rest, and complete it. Or use a stock adjustment with a 0 value.
• You ticked Return by mistake: the stock is back in inventory. Create a new sales order for the customer and complete it.
• The sales order's lines didn't change after the credit: credit notes are separate transactions. They show in the order's Credits tab, but the order lines stay as they were.
• A second credit note shows zero quantities: Unleashed defaults later credit notes to zero. Enter the quantities yourself.
• Stock came back at an unexpected value: returned stock goes back at the value it was dispatched at. With a Credit Price of 0.00, it comes back at the current Average Landed Cost.
• Each credit line needs a Credit Price above 0.00 or Return ticked.

Where Unleashed leaves the work to you

• Credit notes are created one at a time. There's no bulk option.
• A credit note is an adjustment, not a refund. Any money back to the customer is paid outside Unleashed.
• Every fix takes two transactions: a credit note and a new order.

Where Logistify fits

Logistify doesn't create credit notes in Unleashed. The Accounts Receivable Service matches payments from your bank file to open invoices and records them in Xero or QuickBooks Online, whichever you use. On the way in, the Sales Order Service enters orders with the buyer's stated price, or the customer's sell price tier, and a person reviews exceptions. For how Unleashed picks prices, see How to set up sell price tiers and customer-specific prices.