For Credit Notes, the system supports two data mapping approaches depending on business requirements:
- Mapping Credit Note when creating it: In this approach, the Credit Note is mapped immediately at the time it is created in the system.
- Mapping Credit Note when applying it to an Invoice: In this approach, the Credit Note is only mapped when it has been applied to a specific Invoice.
1. Mapping Credit Note when creating it
- Step 1. Go to Settings menu under the Accounting module in the left sidebar -> Select the Mapping setup menu -> Select the General tab -> Select Map Credit Note when creating it
- Step 2. Enable the Credit Note and select the corresponding accounting account for:
- Payment account: select Accounts Receivable (A/R)
- Deposit to: select Cash and cash equivalents
- Step 3. Enable the Refund and select the corresponding accounting account for:
- Payment account: select Cash and cash equivalents
- Deposit to: select Accounts Receivable (A/R)
- Step 4. Click Save to apply the mapping configuration.
- Step 5. Go to Sales menu in the left sidebar -> select Credit Notes menu -> click New Credit Note button
- Step 6. Create a credit note and save
==> Result: The Credit Note will be automatically mapped based on the configuration defined in Step 2. To view the mapping details, navigate to: Accounting module > Transactions > Sales > Credit Note
- Step 7. Create a Refund for the Credit Note (Optional)
Navigate to Sales → open the Credit Note details page → click More → select Refund
Enter Refund Information: refunded amount, date, payment mode. Then click Save
==> Result: The Credit Note Refund will be automatically mapped based on the configuration defined in Step 3. To view the mapping details, navigate to: Accounting module > Transactions > Sales > Credit note the refund
NOTES:
- When you edit a Credit Note or Credit Note Refund (for example, changing the amount or date), the system automatically updates the mapped accounting data based on the corresponding mapping accounts.
- When a Credit Note or Credit Note Refund is deleted, the system automatically removes the related mapped accounting entries if applicable.
- If the currency of the Credit Note or Credit Note Refund is different from the system’s default currency, the system automatically converts the amount into the default currency using the exchange rate configured in: Accounting → Settings
- If a Credit Note is marked as Void, the system automatically removes the related mapped accounting entries if applicable.
If you want to map Credit Note Refunds to different accounting accounts based on the payment method used, you can enable the Payment Mode Mapping feature. For example: by default, all Credit Note Refunds will be mapped using the default account pair configured in Step 3 above. However, if a refund is paid via a specific payment method (for example, PayPal or Bank) and you want that refund to use a different mapping configuration, you can set it up as follows:
- Go to: Accounting module → Settings → Mapping setup → General tab
- Enable Payment mode mapping → then click Add
- Select: Payment Mode = Bank (or another payment method) , Payment account, Deposit to. Example: Payment Account = Accounts Receivable (A/R), Deposit To = Bank Account
In this setup, whenever a Credit Note Refund is processed using the selected payment method, the system will map it using these specific accounts instead of the default mapping accounts. - Create credit note refund and select payment mode = Bank → then click Save
==> Result: The system maps the Credit Note Refund to the two accounts based on the Payment Mode Mapping configuration defined above.
2. Mapping Credit Note when applying it to an Invoice
- Step 1. Go to Settings menu under the Accounting module in the left sidebar -> Select the Mapping setup menu -> Select the General tab -> Select Map Credit Note when applying it to an Invoice
- Step 2. Enable the Credit Note and select the corresponding accounting account for:
- Payment account: select Accounts Receivable (A/R)
- Deposit to: select Cash and cash equivalents
- Step 3. Enable the Refund and select the corresponding accounting account for:
- Payment account: select Cash and cash equivalents
- Deposit to: select Accounts Receivable (A/R)
- Step 4. Click Save to apply the mapping configuration.
- Step 5. Go to Sales menu in the left sidebar -> select Credit Notes menu -> click New Credit Note button
- Step 6. Create a credit note and save
- Step 7. Click Apply to Invoice, then enter the corresponding amount in the Amount to Credit column -> click Apply
==> Result: The Invoices Credited will be automatically mapped based on the configuration defined in Step 2. To view the mapping details, navigate to: Accounting module > Transactions > Sales > Credit note applied
- Step 8. Create a Refund for the Credit Note (Optional)
Navigate to Sales → open the Credit Note details page → click More → select Refund
Enter Refund Information: refunded amount, date, payment mode. Then click Save
==> Result: The Credit Note Refund will be automatically mapped based on the configuration defined in Step 3. To view the mapping details, navigate to: Accounting module > Transactions > Sales > Credit note the refund
NOTES:
- When you edit a Credit Note Refund (for example, changing the amount or date), the system automatically updates the mapped accounting data based on the corresponding mapping accounts.
- When a Invoices Credited or Credit Note Refund is deleted, the system automatically removes the related mapped accounting entries if applicable.
- If the currency of the Invoices Credited or Credit Note Refund is different from the system’s default currency, the system automatically converts the amount into the default currency using the exchange rate configured in: Accounting → Settings
If you want to map Credit Note Refunds to different accounting accounts based on the payment method used, you can enable the Payment Mode Mapping feature. For example: by default, all Credit Note Refunds will be mapped using the default account pair configured in Step 3 above. However, if a refund is paid via a specific payment method (for example, PayPal or Bank) and you want that refund to use a different mapping configuration, you can set it up as follows:
- Go to: Accounting module → Settings → Mapping setup → General tab
- Enable Payment mode mapping → then click Add
- Select: Payment Mode = Bank (or another payment method) , Payment account, Deposit to. Example: Payment Account = Accounts Receivable (A/R), Deposit To = Bank Account
In this setup, whenever a Credit Note Refund is processed using the selected payment method, the system will map it using these specific accounts instead of the default mapping accounts. - Create credit note refund and select payment mode = Bank → then click Save
==> Result: The system maps the Credit Note Refund to the two accounts based on the Payment Mode Mapping configuration defined above.
