Advanced version of credit notes functionality provides you with a possibility to effectively manage credit notes based on guest’s & agent’s records created inside the Customer database. Issued credit notes can be added to the particular guest or agent based on previous booking history (as a linked transaction) or as a separate item. All applied credit notes will appear inside guest’s or agent’s cards once you link corresponding transactions with their records. Kindly note that it’s not possible to use credit notes (basic) and credit notes (advanced) management at the same time. Each card will now contain the information about guest’s or agent’s balance which is calculated considering the manually added credit notes and linked credit notes transactions.
How to issue a credit note not based on previous booking history
First, please make sure that you have created a guest record inside the Customer database prior to proceeding. All agent’s cards in your Customer database are created automatically.
To issue the Credit note please follow the steps:
Open guest or agent record. Click on the Credit notes tab. Click Add credit note and pop-up will open
Enter the amount of the credit note. Please note, the Credit note amount should be entered as a negative amount (i.e. -1000 USD)
Indicate the date when the credit note was issued
You may leave a note if required
Click 'Save'
How to issue a credit note through existing reservation
First, please make sure that you have created a guest record inside the Customer database prior to proceeding. All agent’s cards in your Customer database are created automatically. Check if all entered payments are up to date and the reservation status is changed to Cancelled. To issue the Credit note please follow the steps:
Open the booking summary and click 'Manage transactions' under the Transactions schedule, a pop-up will open. Click 'Add transaction', then change transaction type to Credit note
Select 'Issued' status for credit note
Link credit note with the guest or agent record
Enter the amount of the credit note. Please note, the Credit note amount should be entered as a negative amount (i.e. -1000 USD)
Indicate the date when the credit note was issued
You may leave a note if required
Click 'Add transaction'
Click Save
Tip : this will help to adjust your balance for this booking and keep a credit note record. Please note, once added the Credit note cannot be edited
How to apply a credit note
First, please make sure that you have created a guest record inside the Customer database prior to proceeding. All agent’s cards in your Customer database are created automatically. To apply a credit note towards a new booking please check if all entered payments are up to date and the reservation has correct status.
Open the booking summary and click ''Manage transactions' under the Transactions schedule, a pop-up will open. Click 'Add transaction', then change transaction type to Credit note. Click 'Add transaction' and change transaction type to Credit note
Select 'Applied' status for credit note
Link credit note with the guest or agent record
Enter the amount of the credit note. Credit note amount should be entered as a positive amount (i.e. 1000 USD)
You may leave a note if required (i.e. ref. Number of original booking)
Click 'Add transaction'
Click Save
Tip: the information about current balance status is displayed on the guests tab in option (for linked guests) and in transaction modal (for agent and guest when they have been selected in Customer field upon adding credit note transaction)
Credit note currency & adjust balance
If all your vessels have the same price currency then by default credit note currency will be the same. However if you manage vessels in different currencies you will have to select the primary currency for credit notes. During transaction management currency conversion based on the current StripeRates exchange rate will be enabled.
You have an opportunity to adjust guest or agent balance by using the Adjust balance tool. Open the credit notes tab inside the guest or agent card and click Adjust balance. Pop-up will open. Enter the amount of the new balance, date of changes and note (if required). Click ‘Save’ and correction record will be created automatically.
Tip: the credit notes can easily be exported to an Excel spreadsheet via Customers: Guests or Customers: Agents tab