Credit Notes - how to manage records for credit

Overview

The For a Credit tab in the Billing Center displays all records eligible for credit adjustments. These records are synchronized from the RecovR portal and are categorized into multiple sections:

Voided Sales: Sales transactions that were canceled and require a credit adjustment.
Found Devices: Devices previously marked as lost but later found, requiring credit adjustment.
Found Devices (Previous System): Legacy records from the previous system for found devices, i.e., paid before the cut-off date on the RecovR portal but marked as Found after the cut-off date.
Voided Sales (Previous System): Legacy records for voided sales from the previous system, i.e., paid before the cut-off date on the RecovR portal, but marked as Void after the cut-off date.

If the Split Invoicing Enabled If the billing setting is enabled for a given Company/Location, the Voided Sales tab will be split into :

Voided Sales (RecovR For Cars): Represents RecovR sales transactions that were canceled and require a credit adjustment.
Voided Sales (RecovR For Keys): Represents RecovR for Keys Sales transactions that were canceled require a credit adjustment.

Notes :

The Found Devices (Previous System) and Voided Sales (Previous System) are dynamic, i.e., only visible if such records exist.
The Voided Sales (RecovR For Cars) and Voided Sales (RecovR For Keys) are dynamic, i.e., only visible if such records exist, i.e., applicable for new records after enabling the Split Invoicing Enabled.

Structure of the Records for Credit Tab

The tab contains multiple sub-sections:

Voided Sales
Found Devices
Found Devices (Previous System)
Voided Sales (Previous System)

Each section lists records relevant to its category.

Columns in Credit Note Requests Table

Column	Description
Request ID	Unique identifier for the credit note request.
Related Invoices	Invoice(s) associated with the credit note request.
Location	Location linked to the request.
External ID	External reference ID for tracking.
Type	Indicates whether the credit note relates to Sales or Lost Device.
Summary	Brief description of the reason for credit (e.g., Lost Devices, Sales).
Value	Monetary value of the credit adjustment.
Currency	Currency in which the value is represented (e.g., USD).
Bill To	Specifies the billing entity.
Issuer	Indicates whether the issuer is Internal or Customer.
Status	Current status of the request (e.g., To Be Requested, Rejected, Open).
Creation Date	Date when the request was created.

Columns in Credit Notes Table

Column	Description
Number	Unique identifier for the credit note.
Related Invoices	Invoice(s) associated with the credit note.
Location	Location linked to the credit note.
External ID	External reference ID for tracking.
Type	Indicates whether the credit note relates to Sales or Lost Device.
Summary	Brief description of the credit reason.
Value	Monetary value of the credit adjustment.
Currency	Currency in which the value is represented.
Bill To	Specifies the billing entity.
Issuer	Indicates whether the issuer is Internal or Customer.
Status	Current status of the credit note (e.g., Invoiced, Partially Used, Used).
Creation Date	Date when the credit note was created.

Actions Available

Select Requests: Use checkboxes to select multiple credit note requests (in the Credit Note Requests tab).
Request Approval: After selecting requests, click the Request Approval button. This action sends the selected requests for approval. Once approved, the credit notes can be viewed in the Credit Notes tab.

For each record, you can perform the following actions via the three-dot menu:

View Lines: Displays all individual lines included in the credit note.
View Breakdowns: Shows a detailed breakdown of the credit note components.
Go to Credit Note: Navigates to the credit note details page (for invoiced notes).

Sorting and Filtering

Sort by Creation Date or other fields.
Applied Filters: Use filters to narrow down records based on criteria such as location, sales type, and status.

Search Functionality

Use the search bar to quickly find specific records. You can search by:

Request ID
Invoice ID
Location Names
External ID
Issuer

Key Notes

Credit Note Requests must be approved before they appear in the Credit Notes tab.
Status indicators:
- To Be Requested: Pending approval.
- Rejected: Request was denied.
- Open: Request is active but not invoiced.
- Invoiced: Credit note has been successfully invoiced.
- Partially Used: Credit note has been partially applied.
- Used: Credit note has been fully applied.

Process Flow Diagram

Credit Notes are managed in the same way as remitting lines.

In the For Credit menu, you select the individual lines (similar to the To Pay tab), while the Credit Notes section functions like Batches — collecting selected lines until you are ready to issue the Credit Note.

Once a Credit Note is issued, it will appear in the list alongside all previously issued invoices. You can click on the entry to view the associated VIN details.

Important:

When applying a Credit Note as part of a payment, be sure to reference the CN Number found in the Invoice ID column on your payment backup. This ensures that Accounts Receivable can correctly match the payment and credit to the appropriate invoice.

Approve the RecovR Lines "To Pay Records."

Approve your Open Batches to Start the Invoicing Process

Invoices - how to get and manage them

Invoice Detail & Invoice Line Rejection

Payment Details