Correct a validated invoice with a credit note
A validated invoice keeps its number and content to preserve continuous numbering. To correct it, CAPPS issues a credit note: partial to correct some lines, or full to cancel the invoice.
Which method should you choose?
| Need | Method | Permission |
|---|---|---|
| Correct part of the invoice (quantity, line, price) | Transform, then Create a credit note from the invoice dashboard | Create and edit |
| Cancel the whole invoice | Cancel with credit note from Sales Management | Cancel with credit note |
Create a credit note for an invoice
Open the Dashboard of the validated invoice from Sales Management.
In Quick actions, click Transform, then Create a credit note.
In the To credit column, enter the quantities to credit for each line. The Total, Already credited and Remaining columns guide you.
Check the amounts shown: Credit note amount, Remaining creditable and Invoice.
In the Reason block, choose the Credit note reason. Add a Comment if needed. It is required for the “Other” reason.
Click Create. The credit note opens as a draft in the editor.
Check the credit note, then click Validate document * to assign its final number (see Validate an invoice or a quote).
The reason is printed on the credit note and included in the “Credit notes issued and reasons” reports and in the sales journal.
Cancel an entire invoice with a credit note
In Sales Management, open the More actions menu (⋮) on the row of the validated invoice.
Click Cancel with credit note.
Read the summary: invoice amount, amount of the Cancellation credit note and result (invoice settled, any credit on the customer's account).
Choose a suggested reason (for example “Wrong customer” or “Duplicate invoice”) or enter it in Cancellation reason.
Click Issue credit note and cancel. The window confirms “Invoice canceled” with the credit note number.
In this case, the credit note covers the whole remainder not yet credited: it is validated immediately and applied to the invoice.
If the invoice was already paid, the unallocated amount appears as a credit on the customer's account: you can refund it or allocate it. See Refund a customer and Collect a customer payment.
What CAPPS refuses
| Message | What to do |
|---|---|
| “A reason is required to create the credit note.” | Choose a reason from the list. |
| “Please specify the reason: a comment is required for ‘Other’.” | Enter a comment. |
| “Choose the credit note reason before validating it.” | Complete the Reason block of the credit note, then validate. |
| “Invoice already fully credited.” | Nothing remains to be credited on this invoice. |
| Quantity or amount “higher than the remaining creditable amount” | Reduce the quantities: the total of the credit notes cannot exceed the invoice. |
| “Draft credit note: validate it to send it.” | Validate the credit note before sending it to the customer. |
If the list of reasons is empty, CAPPS shows “No active reason: enable one in Activity settings → Documents.”. Ask an administrator to enable at least one reason.