The credit note feature operates similarly to the invoice feature, as both documents include one or more line items. However, the primary difference is that a credit note is issued to reverse or cancel a previously issued invoice. Each entry on a credit note is called a credit item, and credit notes generally contain multiple such items.

In Wisenet, users can create credit notes in two ways: directly from an issued invoice, typically used to reverse an invoice due to learner withdrawal or an error in the original invoice, or manually from the Credit Notes table as a standalone document. The latter can be treated as a discount coupon to attract enrolments. Both methods offer flexibility in managing credit adjustments within the system.

Below is a step-by-step guide outlining how to create credit notes through both pathways within Wisenet.

Add a Credit Note from an issued invoice

1

Generate Credit Note

1. Navigate to LRM > Finance > Invoices
2. Click on Invoice Number
3. On the Action Menu, click Generate Credit Note

On the Add Credit Note drawer:

• The Debtor will be pre-selected based on the originating invoice.
• Fill in the following fields if necessary:
  • Reference: Automatically copied from the invoice and will appear on the Credit Note.
  • Public Notes: These will be displayed on the Credit Note.
  • Private Notes: For internal use only; they will not be printed on the Credit Note.
• Click Add Credit Note.
  • Note: You must enter information in at least one of the Public Notes or Private Notes fields to activate the Add Credit Note function.

Once completed, a message saying “Credit Note Created Successfully” will pop up, and the Credit Note will be automatically applied to the invoice.

• If the invoice was paid fully or partially, during the Add Credit Note process, you will have the option to handle the excess credit with the following choices:
  • Stored against debtor account: This will be covered under the How to Apply Credit Notes.
  • Refund payment: Details on this process are covered in the Refunds Learn article.

2

Invoice Status and Timeline updates

The following will be updated:

1. • Invoice Status
     • From Issued to Paid
   • Timeline
     • Will be shown the Credit amount received and the Credit Note Number
     • A new timeline event indicates the Invoice Paid.
   • Amount Due
     • Updated to $0.00
     • Above the Amount due, a payment history will show the Less Credit Credit Note number, Credit Note Date and Credit amount.

Generate a Credit Note from the Credit Notes Table

1

Add Credit Note Drawer

1. Navigate to LRM > Finance > Credit Notes
2. Click on Add Credit Note

On the Add Credit Note drawer:

1. Search for a Debtor (Learner / Workplace), then click on Select.
   • By default, the Learner is selected as the Debtor.
   • Use the radio button to switch the selection from Learner to Workplace if needed.
     
2. Issue Date: The date is set to today’s date and cannot be modified.
3. Enter the following fields if applicable:
   • Reference: This will be displayed on the Credit Note.
   • Public Notes: These will be visible on the Credit Note.
   • Private Notes: For internal use only and will not appear on the Credit Note.

2

Add / Remove Credit Items on the Add Credit Note Drawer

• To add a Credit Item:
  • Navigate to the Credit Items section.
  • Click on Select…, and the Credit Items dropdown options will expand.
  • Update the Quantity if required.
  • To add another Credit Item, click on Add Credit Item.
    LEARN MORE: How to Setup Finance Items Dropdown.
• To remove a Credit Item:
  • Click on the “x” located at the end of the row.
• If the Credit Item does not appear in the dropdown:
  • Navigate to LRM > Settings > Configuration > Dropdown Lists > Finance Items.
  • Search for the Finance Item to avoid creating duplicates.

Notes: If the Finance Item’s status is set as Inactive, it will not appear in the Credit Item dropdown options.

3

Add / Issue Credit Note

Once you have completed Step 1 and Step 2, the Add Credit Note button will be enabled.

• Click on the Add Credit Note button, and a Credit Note Created Successfully message will appear.
• The newly created credit note will be displayed at the top of the Credit Notes table.

Next Step

How to Apply Credit Notes