Credit Notes and Refunds Guidance

Scenario 1

A hirer has paid a deposit for a booking prior to the invoice being raised.  The booking is subsequently cancelled.

Solution 1a:

• The payment will be sitting On Account since it was received prior to the invoice being generated.

• Mark the booking as cancelled.

• Refund the payment following the Record a Lettings Refund guidance 

or

Solution 1b:

• No action needed as the deposit can continue to sit On Account to be allocated to another booking at a later date.

Scenario 2

An invoice is issued but the session is cancelled prior to any payment having been received.

Solution 2a:  Where no cancellation fee is due

• Issue a credit note for the full amount using the method described in section Credit a Specific Invoice.

• Mark the booking as cancelled.

• The invoice is marked as paid and shows no outstanding balance when viewed on the Accounts screen.

or

Solution 2b: Where a cancellation fee would be due

• Issue a credit note for the appropriate amount (ie invoice total less cancellation fee) using the method described in section Credit a Specific Invoice.

• The invoice continues to show an outstanding balance (the value of the cancellation fee) when viewed on the Accounts screen.

Scenario 3

An invoice is issued but the session is cancelled after a payment has been receipted.

Solution 3a: 

• Issue a credit note for the invoice amount, which will allocate the payment on account.

• Issue a refund for the overpayment using the method described in section Record a Lettings Refund guidance 

or

Solution 3b: 

• Issue a credit note for the invoice amount, which will allocate the payment on account.

• Leave the payment on account to be used against subsequent invoices.

Scenario 4

An invoice has been raised against the wrong facility, and consequently for the wrong amount.

Solution:

• Issue a credit note for the invoice amount, using the method described in section Credit a Specific Invoice.

• Record a new booking for the correct facility and issue the associated invoice as normal.

For further help see:

SCO Modules

FAQs