A credit note is essentially the opposite of an invoice. Instead of adding a debt to a customer's account, it adds a credit to the customer's account. It is often used to 'undo' work or charges previously invoiced to the customer. Common reasons for creating a credit note include when a customer returns a faulty part or when there are errors in the original invoice.
To create a new credit note in Auxo Workshop, you can either create the credit note manually (adding the amounts and parts credited manually) or you can create a credit note directly from an invoice. We will cover both methods below.
Create a Credit Note from an Invoice
When viewing the details of an invoiced job, you can generate a credit by following these steps:
Hover your mouse (cursor) over the Invoice button on the bottom right corner and click the New Credit Note button:
This will display a New Credit Note screen with all of the parts from the invoice preloaded :
Use the tickboxes to the left of each listed part to select the parts you wish to include in the credit note, or click the tickbox in the top (header) row to select all
You can click the New Line Item button to add additional line items to the Credit Note
You can also change the parts listed (changing any details, type, code, description, qty and price)
Add a Note if required
When you're done, click the Create button to create the credit note
Create a Credit note Manually
To create a credit note manually follow these steps:
Navigate to the Invoices List:
Select Job Management from the left side-menu.
Click on Invoices.
Open the New Credit Note Screen:
Click the New Credit Note button on the Invoices list:
Fill in the Credit Note Details:
Customer Name: Search for the appropriate customer by typing into the Customer Name field.
Reference: Enter a reference for why this credit note was created (e.g., an invoice number, vehicle registration number, or another meaningful reference).
Date: Enter the appropriate date of the credit note.
Add Line Items:
Click the +New Line Item text to add a new line to the credit note.
In the new line, you can:
Select the type from the dropdown in the Type field (options: Part, Labour, or Outwork).
Select the appropriate labour code or part number in the Part No/Code field.
Enter a description in the Description field.
Enter a quantity in the Quantity field.
Enter a price in the Price field.
Repeat the process of adding a New Line Item until you’ve added everything you need to the credit note.
Add Notes:
Enter any additional notes in the Notes field to further explain the reason for this credit note.
Complete the Process:
Click the Create button at the bottom to complete the process.
If you need to cancel, click the Cancel button.
Additional Options After Creating a Credit Note
After you have created a credit note, some additional options are presented at the bottom of the Credit Note screen: Select Refund Method and Select Invoice(s). These options will also display if you open/view a credit note from the Invoice List.
Select Refund Method
If the value of the credit note is not being fully allocated to invoices, you can refund any unallocated amount of the credit note to the customer. To do this:
Click the Allocate Refund Method button.
You will see a list of all your payment methods with a field beside each payment method where you can type in how much of the refund you will be paying to the customer using that method.
When these fields are empty, they display how much credit is remaining that can be refunded.
Example, if this is a $100 credit note and has not been allocated to any invoices already, you may type $100 in the field beside 'Cash' to indicate you are refunding $100 cash to the customer.
When you are done typing in how much you are refunding the customer, click the Save button on the bottom right of the credit note to apply your changes.
Allocate to Invoice(s)
To allocate the credit note to any unpaid invoice(s) (you cannot allocate to an invoice that is fully paid):
Click the Select Invoice(s) button.
Select one of the unpaid invoices listed (only unpaid invoices will be displayed, and you can only click the Select Invoice(s) button if there are unpaid invoices for the customer this credit note is for).
Type the amount of the credit note you wish to allocate to any individual invoices in the box provided beside each invoice listed.
When you're done, click the Allocate Credit button.
Click Save at the bottom of the credit note screen to finalize your changes.
📝 Note: You cannot currently print or email a credit note in Auxo Workshop. If you're using Xero, you can print or email the credit note from Xero.
✏️ Editing a Credit Note
You can edit existing line items or add new ones to a credit note as long as it hasn’t been allocated to an invoice or refunded.
If the credit note has been fully or partially allocated, the line items will be greyed out and the New Line Item button will not appear.
To make changes, you’ll need to remove the refund or invoice allocation first. Once that’s done, you’ll be able to edit and add line items again.
💡Tip: Always double-check allocations before editing to avoid confusion or errors.
🗑️ Delete or Cancel a Credit Note
Just like invoices, credit notes cannot be deleted.
If there’s an issue - like the wrong quantity or part - and you can’t fix it by editing:
Create a corresponding invoice (which acts as the opposite of a credit note).
Allocate the incorrect credit note to this invoice so they balance each other out.
📝Note: This method ensures your records stay accurate and auditable.