Manage credit memos

A credit memo is a record that describes an amount owed to a customer. Similar to an invoice, a credit memo includes items, taxes, and shipping. The total of the credit memo is subtracted from the invoice amount. A common use case for a credit memo is to provide store credit instead of a refund. This use case applies when a customer overpays or returns a product.

Credit memos can be created and applied to unpaid or partially paid invoices, or created directly from specific invoices.

You can allocate all or part of a credit memo amount to an invoice. For example, a customer has a credit memo of $50 and an unpaid invoice of $100. If $25 of the credit memo is applied to the invoice, the invoice amount is reduced to $75. The remaining $25 of the credit memo can be applied to another invoice or kept as credit for future use.

You can apply one or more credit memos to the same invoice in a single action.

Use this process to allocate an amount from a credit memo to an unpaid invoice.

1. If you have not already done so, Create a credit memo.
   Credit memos must be created before they can be allocated to an invoice.
2. Log in to Rebilly.
3. In the left navigation bar, press Data tables.
4. Press Billing, Unpaid invoices, then select an invoice.
5. In the right of the page, press Apply credit memo.
6. In the Apply credit memo dialog, complete the following:
   1. In the Credit memo field, select a credit memo. If only one credit memo is available, it is selected automatically.
   2. In the Amount field, enter the amount to apply. The amount is prefilled with the lower of the available credit memo amount and the invoice amount due. The available credit memo amount displays below the Amount field.
      The total of all credit memo allocations cannot exceed the invoice amount due.
      The amount for each credit memo cannot exceed the available credit memo amount.
   3. To apply more than one credit memo, press Add another credit memo, then repeat the previous steps for each credit memo.
7. Press Apply credit memo or Apply credit memos.

Use this process to create a credit memo. A common use case for a credit memo is to provide store credit instead of a refund. This use case applies when a customer overpays or returns a product.

1. Log in to Rebilly.

2. In the left navigation bar, press Data tables, then press Customers.

3. In the Name column, press a customer's name.

4. In the right of the page, press , then press Create credit memo.

5. In the Credit memo information section, complete the following:

   1. In the Description field, enter a description of the credit memo.
   2. In the Reason field, enter the reason for the credit memo.

6. Optionally, create a credit memo from a specific invoice:

   1. In the Invoice information section, select the Create credit memo from a specific invoice checkbox.
   2. In the Invoice field, select an invoice.
   3. Optionally, to view the invoice, press View invoice details.

7. In the Credit memo items section, complete the following:

   1. In the Currency field, select a currency.
   2. In the Shipping amount field, enter the shipping amount.

8. In the Credit memo items section, enter the following:

   • In the Unit price field, enter the unit price of the credit memo item.
   • In the Quantity field, enter the quantity of units.
   • In the Tax amount field, enter the total amount of tax.
   • In the Tax description field, enter a description of the tax.
   • In the Description field, enter a general description for the credit memo item.
   • In the Invoice item field, select an invoice item.
   • In the Product field, select a product.
   • In the Plan field, select a plan.
     Optionally, to add more items to the credit memo, press Add another credit memo item.

9. Press Create credit memo.

Use this process to manually add, update, or delete a line item or other information in a credit memo.

1. Log in to Rebilly.

2. In the left navigation bar, press Data tables.

3. Press Billing, Credit memos, then select a credit memo.

4. Select from the following:

   Edit an item

   1. On the right of the item, press .
   2. Update the item, then press Update item.

   Delete an item

   On the right of the item, press Delete.

   Add a new item

   1. Under Description, at the end of the items list, press Add item +.
   2. Enter the item details, then press Add item.

Use this process to filter credit memos in a data table segment based on specific criteria. For example, you can filter credit memos by customer, created time, total amount, and more.

1. Log in to Rebilly.
2. In the left navigation bar, press Data tables, then press Billing.
3. Press Credit memos.
4. At the top of the table, press Filter.
5. Select a filter, then press Apply.
6. To add more filters, press Add filter.

Use this process to view credit memo details. To filter credit memos, see Filter credit memos.

1. Log in to Rebilly.
2. In the left navigation bar, press Data tables, then press Billing.
3. Press Credit memos.
4. To view the details of a credit memo, select a credit memo.

Use this process to change which invoices a credit memo is allocated to. You can also use this process to change how much is allocated to each invoice.

This process is only for credit memos that are fully applied and have invoices that can be re-allocated.

1. Log in to Rebilly.
2. In the left navigation bar, press Data tables, then press Billing.
3. Press Credit memos.
4. Select a credit memo.
5. In the right of the page, in the Allocation details section, press Re-allocate.
6. In the left of the window, select one or more invoices to re-allocate.
7. In the right of the window, enter the amount to re-allocate to each invoice.
8. Optionally, to apply the credit memo to more invoices, press + Add another invoice to allocate.
   Then specify the amount to allocate to the new invoice.
   Repeat this step to add more invoices.
9. Press Update.

Use this process to download a credit memo in PDF format.

1. Log in to Rebilly.
2. In the left navigation bar, press Data tables, then press Billing.
3. Press Credit memos.
4. Select a credit memo.
5. At the bottom of the credit memo, press Download credit memo.

Use this process to void a credit memo.

1. Log in to Rebilly.
2. In the left navigation bar, press Data tables.
3. Press Billing, Credit memos, then select an issued credit memo.
4. At the bottom left of the credit memo, press Void.

Use this process to refund a credit memo.

A credit memo can be refunded only if it is related to an order or invoice. When the credit memo is refunded, the unallocated amount is used to create a refund transaction. This transaction is created from the related order or invoice transaction. If the invoice has multiple transactions, those transactions are refunded. Only credit memos with an amount that does not exceed the last invoice transaction total can be refunded.

1. Log in to Rebilly.
2. In the left navigation bar, press Data tables.
3. Press Billing, Credit memos, then select an issued credit memo.
4. At the bottom left of the credit memo, press Refund.