Edit customer credit notes awaiting payment

Open and view customer credit notes that are awaiting payment to apply them to sales invoices or view any invoices that they're already partially applied to. From Awaiting Payment credit notes you can also access a range of options for the credit note - edit, void, print and email.

Also in the Help Center:

You can get to a credit note that's awaiting payment from Sales, or by drilling down from sales invoices, certain reports, or customer statements. Your access to customer credit notes depends on your user role.
Customer credit notes roles comparison

Credit note awaiting payment

What is an Awaiting Payment credit note & what can you do with it?

Find credit note

Credit note Credit note

Credited invoice Credit on invoice

A credit note that is 'Awaiting Payment' is one that has been entered into Xero and approved, but has not yet been fully allocated to a sales invoice (or invoices) or cash refunded. When the remaining credit balance has been allocated or a full cash refund applied, the status of the credit note will change to 'Paid'.

Credit notes are accessed from a couple of places.

  • Select a credit note from the Awaiting Payment tab.
  • Select a credit note directly off an Awaiting Payment or Paid invoice - only if the full amount of the credit note was not applied to the invoice will it still be in an Awaiting Payment status itself.

Allocate credit

Tip: You should use this option to allocate existing credit rather than adding new credit notes for the customer each time - it makes it easier to manage the amount of credit your customer has

Allocate credit to an invoice

If the customer has existing Awaiting Payment sales invoices in Xero, you can allocate some or all of this credit note to one or more invoices using the 'Allocate credit' option from the Credit Note Options button.

  • This option does not display if there are no Awaiting Payment invoices for this customer - if you have any Draft or Awaiting Approval invoices that you want to credit, you'll need to approve them first. You can perform this same allocation function from the bottom of the credit note by clicking on the 'Remaining Credit' balance.
  • You'll be able to choose how much credit from this credit note you want to allocate to each Awaiting Payment invoice for the customer from the Allocate Credit Balance screen.
  • If the full amount of the credit note is allocated, its status will change from Awaiting Payment to Paid.
  • Any invoices with a credit amount allocated from this credit note will display in the credit note balance - click on the invoice link to view its details.
  • If the credit allocated to an invoice fully pays it, the invoice will have a 0.00 balance and its status will change to Paid, otherwise the invoice will remain in an Awaiting Payment status for further payments or credit.

Edit

Edit option

Edit the Contact's address or account & tracking details. You can edit credit notes once they have been approved and are Awaiting Payment. Once they have been paid, your editing options are limited.

Select

Email button

Print PDF button

Credit note options button

Show History button

Add note button

 

 

Email or Print

Credit notes are sent to your customers as PDFs.

  • Click the Email button to email a credit note to one or more recipients.
  • Click on the Print PDF button to open the credit note as a PDF if you'd like to use this as a preview of what you're emailing, or to print the credit note.
  • You can print more than one credit note at once from the Awaiting Payment tab.
  • For any of these options you can choose to mark the credit note as sent if it's not already.
  • If the credit note is already marked as sent, this will display on the credit note and you can remove this as necessary by clicking the 'Unmark as sent' link.
Credit note options

Click the Credit Note Options button for a list of other actions you can perform on an Awaiting Payment credit note. Options available will change depending on whether there are outstanding invoices for the customer.

  • Use the 'Allocate Credit' option to apply some or all of this credit note to an invoice. This will only display if there are Awaiting Payment invoices for this customer that credit can be allocated to.
  • Use the 'Void' option to void the credit note.
  • Use the 'Edit' option to edit the credit note as described above.
Allocated amounts

Click on any sales invoices that have been allocated credit from this credit note. You can also allocate some or all of the remaining credit note by clicking on the 'Remaining Credit' link.

History & Notes

Enter a note or view the history for this credit note.