Why are credit notes needed? Why can't I edit or delete an invoice?

Provet Cloud does not allow editing or deleting finalised invoices because it is considered a bad accounting practice. Instead of modifying a past financial record, you must create a new one to correct an error or make changes. Credit notes are used to make changes and correct errors on finalised invoices and other credit notes.

How can I avoid credit notes?

Before finalising an invoice, make sure that it is correct. In some cases, it helps to go through the contents of the invoice with the client first.

Enable the single-step finalisation and payment workflow In Provet Cloud. Using this workflow, you will finalise invoices only when you are ready to add payments.

How do I fix an error on a credit note?

It is a good practice to create draft credit notes when doing full or partial refunds, especially when you are still practising how to use the credit note functionality and learning the workflows. Draft credit notes can still be edited or completely deleted if you have made a mistake.

Just like with original invoices, finalised credit notes cannot be edited or deleted. When there is an error on a finalised credit note, you must create another credit note for the credit note to correct the error. Creating a credit note for another credit note is done in the same way as creating a credit note for an invoice. Note that the 'Credit and invoice again' option is not available when crediting credit notes.

Common Issues

I accidentally created a credit note, the original invoice was correct

If the credit note is still a draft, you can delete it using the Delete button at the bottom of the page. If you already finalised the credit note, you must create another credit note for the incorrect credit note.

Create the new credit note in the same way as you did for the original invoice. This time, the amount will be positive because you are taking back the money you incorrectly credited.

I created a credit note but used the wrong date

Note that depending on your department's credit note settings, it may not be possible to change the credit note date if the current date is always used.

If the credit note is still a draft and changing the date is possible, you can edit the date by selecting the date link in the top right-hand part of the credit note page.

If you already finalised the credit note, you must first cancel the incorrect credit note entirely and then create another credit note.

1. If payments are still missing on the original invoice and the incorrect credit note, use Pay with credit note on the original invoice.
2. Create a new credit note for the incorrect credit note and select Refund all. 
3. Select the correct date for the credit note. This is typically the original credit note date (select the Use original invoice date checkbox). Select all payments to refund and select Continue. This credit note will have a positive total since you are cancelling the first credit note.
4. Create another new credit note on the previous credit note and select Refund all. This time, select the correct, intended date. This credit note will again have a negative total like the original credit note with the wrong date.

Note that the process may be more complicated if payment integrations have been used.

For partial refunds, see I created a partial credit note but used the wrong amounts or percentages. 

I created a partial credit note but used the wrong amounts or percentages

If the credit note is still a draft, you can edit it or delete it using the Delete button at the bottom of the page. If you already finalised the credit note, you must first cancel the incorrect credit note entirely and then create another credit note.

1. If payments are still missing, add a payment to the incorrect credit note even though you will not refund the money yet.
2. Create a new credit note for the incorrect credit note and select a Refund all. Select all available payments to refund and select Continue. This credit note will have a positive total since you are cancelling the first credit note.
3. Create another new credit note on the previous credit note and select Refund selected items. This time, add the correct amounts or percentages.

Note that the process may be more complicated if payment integrations have been used.

For full refunds, see I created a credit note but used the wrong date.

I created a partial credit note but need to credit the whole invoice

If the credit note is still a draft, you can delete it using the Delete button at the bottom of the page. If you already finalised the credit note, you must create another credit note for the incorrect credit note.

1. If payments are still missing, add a payment to the partial credit note.
2. Create a new credit note for the partial credit note and select Refund all.
3. Select the Create credit note as draft checkbox and select Continue.
4. On the new credit note, delete all items to create an empty credit note.
5. Add the remaining items to be credited from the original invoice and change their sums to negative.
6. Finalise the credit note and add the payment.

On the Billing tab of the client's page, you will find the original invoice and the related credit notes as in the image below - the original invoice (1), the first credit note for some invoice items (2), and the second credit note for the rest of the items (3).

I credited an item on an invoice, and now I need to credit another item on the same invoice

If the credit note is still a draft, you can delete it using the Delete button at the bottom of the page and start over to credit both items. If you already finalised the first credit note, it is not possible to create another credit note for the original invoice, but you must create another credit note for the first credit note.

1. If payments are still missing on the first credit note, add a payment.
2. Create a new credit note for the first credit note and select Refund all.
3. Select the Create credit note as draft checkbox and select Continue.
4. On the new credit note, delete the already credited item to create an empty credit note.
5. Add the other item to be credited and change the sum to negative.
6. Finalise the credit note and add the payment.

I credited the whole invoice when only one item should have been credited

If the credit note is still a draft, you can still edit it and remove the items you do not want to credit. If you already finalised the credit note, you must create another credit note for the incorrect credit note.

1. If payments had not been added to the original invoice yet when you created the first credit note, pay off the original invoice using Pay with credit note.
2. Create a new credit note for the full credit note and select Refund selected items.
3. Select the items that should not have been credited and select Continue. This credit note will have a positive total since you are cancelling the first credit note.
4. On the new credit note, add the payment for the corrected sum.

On the Billing tab of the client's page, you will find the original invoice and the related credit notes as in the image below - the original invoice (1), the incorrect credit note for the entire invoice (2), and the credit note for the correct items (3).

I added a payment on a wrong invoice

If payment cancellations are enabled in your department's settings, you do not need to create a credit note. You can simply cancel the wrong payment.

If payment cancellations are not allowed, you must create a credit note:

1. Create a credit note and select Credit and invoice again. Select all payments to refund and select Continue. This option credits the original invoice and creates a new invoice draft.
2. Add the payment to the correct invoice.

I added items to a wrong patient

You can change the patient by crediting the invoice and invoicing again with the correct information.

1. Create a credit note and select Credit and invoice again. This option credits the original invoice and creates a new invoice draft.
2. On the new invoice draft, click on the patient's name on the invoice row and select the correct patient.
3. Finalise the invoice according to your workflow.

I need to refund and credit a consolidated invoice

It is not possible to create a credit note for a consolidated invoice or an invoice that is part of a consolidated invoice. However, if the consolidated invoice is unpaid, you can revoke it, after which you can create credit notes for the original invoices. If the consolidated invoice is paid, revoking is not possible. In this case, you must first cancel the payment and then revoke the unpaid consolidated invoice.

For more information, see Consolidated Invoices.

I created a credit note and ended up with an extra prepayment on a client's account

This may have happened, for example, if you created a credit note to make corrections on an invoice and transferred a credit to the client's prepayments, but then used another payment method when finalising the credit note process. To remove the extra prepayment from the client's account:

1. Go to the Billing tab on the client's page.
2. Under Prepayments, select the i button on the prepayment row.
3. Select Refund.
4. Select a payment type, for example, the same payment type as in the original invoice.
5. Add a description to explain that this was an accidental credit transfer.
6. Check the sum and date, and select Save.

See Also

Consolidated Invoices