Convert credit notes, applications and refunds
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Account for customer credits from initial credit note through invoice application or external refund.
What you’ll accomplish
Account for customer credits from initial credit note through invoice application or external refund. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.
How it works
The module exposes separate tables and hooks for credit notes, applied credits, application removals and refunds. This preserves the sequence of economic events.
A credit note can exist before it is applied or refunded. The accounting treatment for creation establishes the credit; later actions allocate or pay it.
Tax reversal follows source credit-note tax lines and configured tax mappings.
Follow these steps
- Go to the Credit Notes transaction tab.
- Verify the source credit note status, lines, taxes and available amount.
- Check its converted accounting detail.
- Go to Applied Credit to verify allocations against invoices.
- Go to Refunds to review paid amounts and payment account.
- Verify the remaining credit balance.
- Use customer and ledger reports to reconcile the complete lifecycle.
Settings to check
Check it worked
After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.
- Open the saved record and confirm its final status.
- Review the source reference and every debit and credit line where ledger data was created.
- Use the relevant register, ageing, reconciliation or report to verify the wider effect.
Common mistakes to avoid
- Do not confuse applied credit with a cash refund.
- Do not refund more than available credit.
- Retain references to the original invoice.
- Check deletions and application removals in the same period.
- Use the least destructive correction available and record the reason for material changes.
- Do not bypass a permission, approval or closed-period control by changing unrelated data.