Credit Notes & Payment Vouchers

credit notes and payment vouchers are two linked documents that record a refund (and, for vouchers, other money out events too) a credit note is the accounting adjustment — a record that says "this amount is owed back," tied to the original invoice it doesn't move money by itself a payment voucher is proof that money actually left your bank or cash account — issued the moment a refund, expense, or payroll payout is confirmed as paid go to club → finance → credit notes or club → finance → payment vouchers (admin, or team with payment management permission for credit notes) 📝 credit notes a credit note is created automatically whenever an admin issues a refund against a paid (or partially paid) invoice — there's no separate "create credit note" button issuing a refund (which creates the credit note) open a paid invoice in payments (or an instructor invoice) click refund payment enter the refund amount and select a reason student withdrew, class cancelled, duplicate charge, billing error, trial not continued, goodwill, other (student payments) overpayment, duplicate payment, calculation error (instructor payments) confirm a credit note is issued immediately with its own number, in unpaid status the invoice itself doesn't show as refunded yet — that only happens once the credit note is paid out (see below) the member receives an email with the credit note pdf attached credit note statuses status meaning unpaid issued, but the refund hasn't actually been paid out yet paid the refund has been paid out — see payment vouchers below marking a credit note as paid once you've actually returned the money to the member (bank transfer, cash, etc ), find the credit note in the list and click mark paid this flips the credit note to paid updates the original invoice's refunded amount (and marks it refunded if fully refunded) issues a payment voucher automatically, with a ledger entry for the payout shows a confirmation "credit note marked as paid — payment voucher issued" 🧾 payment vouchers a payment voucher is proof that money left your account vouchers are never created directly — they're issued automatically from one of three triggers trigger when it fires credit note paid admin clicks mark paid on a credit note (refund payout) expense paid an expense in a category with voucher tracking enabled is marked paid payroll paid a payroll record is marked paid because a voucher only exists once money has already moved, it has no status field — its existence is the record each voucher records who it was paid to, the amount, payment method and reference, and (if it came from a credit note or another source document) a reference back to that source once a voucher is issued, its amount, source, and issue date can never be changed — a voucher is proof that money already left the bank only the payee name, payment method, reference, and notes can be edited afterward 🔢 numbering both documents use their own sequential number, similar to invoices and receipts — configured from the settings button on each page setting what it does document prefix e g cn for credit notes, pv for payment vouchers — supports {year} , {shortyear} , {month} tokens number padding how many digits the number is padded to reset counter never / every year / every month (year/month options require the matching token in your prefix) document note free text shown at the bottom of every pdf allow custom document numbering when on, lets you manually set the next number the payment voucher counter is shared across all three trigger types — refunds, expenses, and payroll all draw from the same pv sequence 📄 pdf downloads both credit notes and payment vouchers can be downloaded as pdf from their view dialog, or via the download icon on each row in the list 🔄 how they connect refund payment (on a paid invoice) ↓ credit note issued — status unpaid ↓ admin clicks "mark paid" credit note — status paid ↓ automatically payment voucher issued + ledger entry posted ↓ original invoice shows refunded → see ledger docid\ ob8wkt 7rlmrxti2t7keq for how these payouts appear in your books, and expenses docid\ hg ul4etse9sokztjwtsi for the expense triggered voucher flow