Credit notes: return a deposit or overpayment

A credit note is a record of money that should go back to a tenant, whether a deposit, overpayment, adjustment or goodwill. Once a note is created, it can be applied to an unpaid rent month, refunded with your transfer reference, forfeited, or voided outright as long as none of it has been used.

Steps

1. Open the tenant's booking and go to the credit notes section.
2. Press New credit note and choose its source: deposit, overpayment, adjustment or goodwill.
3. Fill in the amount and reason, then save. The note number is generated for you.
4. To apply it to rent, press Apply to rent and choose an unpaid month. That month is settled through the normal rent ledger.
5. To return cash, press Refund and fill in the amount and your transfer reference.
6. Forfeit forfeits the balance, and Void cancels a note that has not been used at all.

Statuses you will see

• Unused and Partly used still have a balance.
• Fully applied, Refunded, Forfeited and Void are finished.

What it does not do

A refund here is only a record. The system does not send money to the tenant; you make the transfer yourself and keep its reference. A note cannot be applied to rent if there is no unpaid month. The note amount cannot be edited after it is created, and Void is only available while the note is still entirely unused.