All you need to know about credit notes

The credit note is very important in Xplor Gym: it may be suggested for example when
cancelling a membership or it may be directly generated when cancelling an invoice for
example. However, you may have to generate one manually.

This article details what a credit note is, as well as the conditions in which a club may have
to generate one. You will also learn to generate one with the application.

WHAT IS A CREDIT NOTE? 

First, it is essential to define what a credit note is. A credit note is a cancelling invoice.
Creating a credit note means partially or totally cancelling the amount of the turnover
generated by a given invoice. A credit note is often created to amend an invoice or partially
cancel it.

CREDIT NOTE IN XPLOR GYM

In some cases, the application will suggest to create a credit note (when cancelling or
suspending memberships for example). In other cases, you will have to carry out the action
yourself. A credit note will have to be created directly from an invoice. In this article, we will
only approach examples in which you will have to create the credit note manually.

CREATING A CREDIT NOTE IN XPLOR GYM: AUTOMATED OR MANUAL WAY?

We will detail here in which cases the credit note must be created manually from an invoice
or a member file, and in which cases the credit note will be automatically suggested.

EXAMPLES IN WHICH A CREDIT NOTE MUST BE MANUALLY CREATED FROM AN
INVOICE OR A MEMBER FILE

- You’re making a goodwill gesture: a credit note may be offered to a client following a
disagreement for example. A partial credit note is generated according to the amount of the
invoice.

- You want to cancel a sale but the invoice is already paid: an invoice that’s already been
paid can only be cancelled if the payments are cancelled.

CASES IN WHICH THE APPLICATION SUGGESTS OR AUTOMATICALLY GENERATES A
CREDIT NOTE

- You want to cancel a sale (your checkout has not been closed yet): you made a mistake
during the sale or the client changed their mind. Please cancel the payment from the invoice.
A credit note is automatically created in the member file. To learn more, 
see this article. 

- You want to cancel a membership: in such a case, Xplor Gym will suggest to generate a
credit note. To learn how to do this, please read these articles on Cancelling or suspending a
membership.