Credit notes and refunds

A credit note is an invoice that has a negative total amount. This means that the money is owed to the customer, i.e. it needs to be refunded to them.

Move-out refunds

When a customer moves out of a storage unit, you are asked to choose what to do with any leftover money in the deposit or prepayment accounts and rent for that unit.  If you choose to return some or all of the money to the customer, a credit note will be created for this.

Ad-hoc refunds

If you need to refund money to a self storage customer, you can manually create a credit note by following these steps:

1. Go to the unit rental page and click the Invoices tab.

2. Click the + icon at the top of the invoices list to create a new invoice

3. Click the + icon at the top of the Items list to add a new invoice item

4. Add amount you want to refund as a negative amount

5. Enter any other details such as accounting code etc. and click Add item

6. You can now follow the Processing refunds steps below to complete the refund

Processing refunds

The value of a credit note is usually returned to the customer via a refund.  This can be done in the following ways:

Manual refunds

1. Go to the credit note page in Storeganise and click the `+` button in the Payments section
2. Enter the details such as the date the payment was made, the method and any related notes such as transaction ID etc.
3. Click `Add payment`
4. The credit note will be marked as paid if the amount matches the total

Stripe refunds

1. Go to the customer's page in Storeganise and find the `Billing` section
2. If the customer has added a card you should see a `Billing ID` with a link such as `cus_xxx`
3. Click the link which will take you to the Stripe dashboard
4. After logging in, process the refund through Stripe and copy the `transaction ID`
5. Return to the credit note page in Storeganise and click the `+` button in the Payments section to add a manual payment
6. Select `Other` as the payment method and enter the Stripe transaction ID you copied earlier into the `Notes` field.  This will allow you to cross reference the payment later
7. Click `Add payment`
8. The credit note will be marked as paid if the amount matches the total