How to create a credit note in Reckon One

Reckon One's term for a credit note is a customer adjustment note, although its New Zealand and UK versions use the name credit note. It's the transaction you issue to a customer when something about an invoice needs putting right, such as an amount charged in error, or when you're giving money back for goods that arrived damaged.

Check which plan the book is on. Reckon lists adjustment notes as a feature of its Accounting Plus and Premium plans.

Next, look at the Money in Approval Process setting in the Day to Day (money in) settings, because it decides the statuses you'll see. Switched on, a note can be Draft, Approved or Closed. Switched off, there are only two, Unused and Closed, and turning it off changes every draft note to Unused.

The same settings area holds the note's number prefix and its template. If you'd like your company logo on the note, or want to choose which details the customer sees, set that up before you send any. Finally, have the invoice the note relates to open beside you, so the customer and details line up with it.

1. In the side navigation menu, expand Day to day and choose Customer adjustment notes in the Money In section. The Quick Add menu has a Customer adjustment notes option too.
2. Click Add on the list screen.
3. Complete every field marked with a red asterisk, plus the other required fields, taking the customer and details from the invoice you're adjusting.
4. For the note's lines, check the details with your accountant.
5. Click Save if you want to keep the note as a draft for now, or Approve to save it and approve it together.
6. Once the note is approved, decide what to do with the credit. To hold it for the customer's next invoice, click Store as a credit, then OK.
7. To pay the money back or put the credit against an open invoice right now, click Issue refund instead, and follow the refund or apply how-to for the rest.
8. Click Close to go back to the Customer adjustment notes overview.

With the approval process on, a note you saved with Save sits under the Draft tab and hasn't been approved. A note you approved and stored as a credit appears on the overview with its balance remaining, waiting to be used.

Storing the credit doesn't attach it to any invoice. The link happens later: when you record a payment on one of that customer's invoices, Reckon shows a blue alert that the customer has outstanding credit, and you can put the credit on that invoice from there.

When you apply a note to an invoice from the note's own screen, its status changes to Closed. Check the details before you click Approve.

Drafts missing from the Draft tab? Someone may have switched off the Money in Approval Process, which moves every draft note to Unused. If the menu has no Customer adjustment notes option at all, compare the book's plan with the Accounting Plus and Premium plans Reckon lists for the feature.