Choosing the Right Option
Your Need | Option to Use | Result |
Refund all or part of an existing payment within an open accounting period
| Refund | Refunds the customer without changing recorded sales |
Refunds money for a sale from a previous period without changing historical sales
| Refund Receipt | Refunds the customer and records the cancellation of the sale in the current period |
Issue the customer a credit to be used on a future invoice
| Credit Note | Creates a negative sale and generates a credit applicable to the customer’s future invoices |
The refund is linked to a specific payment.
The refund receipt and the credit note are separate transactions that adjust sales and taxes in the current period.
1. Process a refund
Use this option to refund an existing payment, in full or in part. It is particularly suitable for corrections in an accounting period that is still open and for overpayments.
Open Back Office > Payments, then select the relevant payment. You can also access this from a paid invoice or the customer's record.
In the payment, select Actions > Refund.
Select Full or Partial. For a partial refund, enter the amount, making sure it does not exceed the refundable balance.
Select the processing method, then save. The Manual method is selected by default; some online payments can be refunded by the connected provider.
In an existing payment, open Actions > Refund.
Refund form: full or partial amount and processing method.
After posting, a separate negative transaction remains linked to the initial payment. Multiple partial refunds are possible, but the amount of a posted refund cannot be changed.
2. Create a refund receipt
Use a refund receipt when a customer is due a refund, particularly for a sale from a previous or closed accounting period.
The receipt adjusts sales and taxes for the current period without being directly linked to an existing invoice or payment.
Open the Contact and go to Payments.
Under Actions, select Refund Receipt.
Enter the date and the method used to refund the customer.
Add the applicable items or services, quantities, and prices; verify the taxes and the total.
Add notes as needed, then save.
From the Contact, the Actions menu allows you to create a refund receipt or a credit note.
Refund Receipt: Refund Method, Items, and Taxes.
From the customer's profile, under the Payments tab, you can access refund receipts
Important: Recording a refund receipt does not automatically transfer the money via Stripe or another payment processor. The actual payment to the customer must be made separately.
3. Create a credit note
Use a credit note if the customer wants to set aside an amount for a future invoice rather than receive payment immediately.
The credit note creates an available customer credit balance that can be applied at a later date.
Open the customer record, then the Payments section.
Under Actions, select Credit Note.
Saisissez la date et les lignes d’articles ou services à créditer, avec quantités et tarifs.
Carefully check the taxes and the total, then save. No refund method is required.
The next time you issue an invoice, apply the available credit to an invoice for the same customer.
Credit note: items and taxes, without selecting a reimbursement method.
From the Contacts, under the Payments tab, you can access credit notes
Check the amount before saving: the credit memo becomes final once saved, because the credit created can then be applied to one or more invoices.
Where can I find these transactions?
In the Contact, under Payments, the Refund Receipts / Credit Memos tab lists refund receipts and credit notes. The status “Paid” indicates a refund receipt; “Credited” indicates a credit note with available credit.
Fiche client : consultation des reçus de remboursement et des notes de crédit.
Frequently Asked Questions
Can I issue multiple refunds for the same payment?
Yes, you can issue multiple partial refunds until the refundable balance is exhausted.
What should I do if the original accounting period is closed?
To issue a refund, use a refund receipt. To issue a reusable credit, use a credit note.
Does a refund receipt trigger a bank payment?
No. Plannit records the accounting transaction; you must make the actual payment separately.
Can I modify a saved credit note?
No, according to the documented functionality. In case of an error, follow your accounting procedure for cancellation or deletion and also verify the credit generated.
In summary
The customer wants:
A future credit? Select “Credit Note.”
A refund?
If the period is open and the payment exists, select “Refund”;
If the period is prior to the sale, select “Refund Receipt.”