Resolving a Credit Note (Refund, Adjust, or Wallet Credit)
A credit note is money you owe a customer — usually from a cancelled lease, a proration, or an over-billed invoice. Rentablez raises the credit note for you; resolving it is how you record that you’ve actually settled it. You pick how the money went back (a refund, an adjustment on their next bill, or a wallet credit), add a reference, and the credit note is closed out with a clear audit trail.
Credit notes are created automatically from invoice and lease flows (for example when you cancel a lease or reduce an invoice). You can’t raise one by hand from this screen — this page is about settling the ones that already exist. To learn how to read a credit note first, see Viewing Credit Notes.
Before You Start
- You reach credit notes under Finance › Credit Notes in the main menu.
- Viewing and resolving credit notes requires Invoices — Read access.
- Only credit notes in the Issued status can be resolved. Ones already marked Resolved or Cancelled are read-only.
Open the Credit Note
- Go to Finance › Credit Notes.
- (Optional) Set the status filter to Issued to see only the ones still waiting to be settled.
- Click the row — or its View button — to open the credit note detail.
On the detail page you’ll see the credit note number and status, the customer, a link to the original invoice, the date issued, the credit amount, the rental period, a subtotal/tax breakdown, and the reason it was raised.
Resolve the Credit Note
- On an Issued credit note, click Resolve (top-right of the header). A Resolve dialog opens.
- Choose a Resolution Type (required) — see the options below.
- Enter a reference for the settlement (the field label adapts to the type you picked).
- Add optional Notes to explain the settlement for your records.
- Click Mark as Resolved.
If you don’t see the Resolve button on an issued credit note, your account may be limited to a different branch. Resolving is branch-guarded, so you’ll need access to the branch that owns the credit note.
The Three Resolution Types
| Resolution Type | What it means | Reference you enter |
|---|---|---|
| Refund to Customer | You paid the amount back directly (bank transfer, cheque, UPI, cash, etc.). | Transaction / Reference No. — e.g. a transaction ID, cheque number, or UPI reference |
| Adjusted Against Future Invoice | You’ll knock the amount off an upcoming bill instead of paying it out. | Invoice No. / Reference — e.g. the invoice you’re applying it to |
| Credit to Customer Wallet | The amount is added to the customer’s wallet balance to spend on future orders. | None — see note below |
Credit to Customer Wallet only appears when your organization has the customer wallet feature enabled. If you don’t see it in the dropdown, wallet isn’t turned on for your org and the other two options still cover you.
When you choose Credit to Customer Wallet, there’s no reference field to fill in — the credit amount is added to the customer’s wallet balance and Rentablez records the wallet transaction number as the resolution reference for you automatically.
What Happens After You Resolve
Once you click Mark as Resolved, the credit note flips to the Resolved status and a Resolution section appears on the detail page showing:
- Type — how it was settled (Refund or Adjusted).
- Reference — the reference you entered (or the auto-stamped wallet transaction number).
- Resolved On — the date it was closed out.
- Notes — anything you added.
A resolved credit note is final — there’s no re-open action, so double-check the type and reference before you confirm.
Cancelled Credit Notes
A credit note can also end up Cancelled (for example when the underlying invoice change is reversed). Cancelled credit notes can’t be resolved — the detail page shows a Cancellation section with the date and reason instead of a Resolve button.