Prepare the offer
Use a quote or proforma to present items, quantities and prices before finalisation. Check customer details and any validity period. A proforma is not proof that payment was received.
Finalise and find the invoice
Open the sale, check lines, discounts, applicable taxes and payments. Download the document from the sale dossier and retain numbering and business identification.
Document the credit-note reason
For a return or reduction, start from the original sale and invoice. Identify corrected lines and amounts. A credit note documents a correction; refunds and stock returns still need their own follow-up.
Keep the document trail
Keep the original invoice, credit note, reason and any refund together. Check the customer balance afterwards. Ask your accountant to confirm the required details and tax treatment for your business.