Credit and debit notes, Void and Archive
An accepted invoice is not edited: it is corrected with a credit note (full or partial) or a debit note that references it. Void issues the credit note for the full amount; Archive only applies to documents without fiscal validity.
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Steps
On the accepted invoice open the actions menu and choose Create credit note. The editor opens with the invoice as reference (Reference document type, Reference document key and Reference date) and its lines.
Under Hacienda Costa Rica pick the Document type: Credit note to lower the amount or Debit note to charge more; the Reference code (for example Cancels referenced document, Corrects amount or Merchandise return) and the Reference reason the client will read.
For a partial note keep only the lines or quantities you credit. The editor shows “Available to credit on the invoice: :amount”: credit notes together cannot exceed what is left of the invoice.
If the invoice had Other charges, the Other charges this note credits section lets you mark which ones it returns; by default it credits none.
Issue the note with Issue invoice; it follows the same flow as an invoice (status, e-mail, XML). It is listed under Credit/debit notes in the original invoice's details.
To void a whole accepted invoice use the red button on the row, Annul with a credit note, and give the Void reason: Tario issues the note for the total and, once Hacienda accepts it, reverses the entry, applies the credit to the balance and returns the inventory. The row shows “Voided with CN :number”.
Archive only applies to documents without fiscal validity (drafts, not sent, rejected or test documents): it reverses the entry and the inventory and takes them out of reports and taxes. You then see them with the Archived status.
Tips
- If the voided invoice already had payments, once the note is accepted the client keeps a credit balance for what was paid.
- The transitional VAT rates (0%, 4% and 8%) are only allowed on credit and debit notes.
Common errors
| Code or message | What it means | How to fix it |
|---|---|---|
The credit note exceeds what is left to credit on the invoice (:remaining). | This note plus the previous ones exceed the original invoice's total. | Lower the note's quantities or amounts to the available amount the editor shows. |
The referenced document has not been accepted by Hacienda yet. | A note can only reference an accepted document. | Wait for Hacienda's response (use Query Hacienda) and then issue the note. |
Hacienda accepted this document: it cannot be archived. | Archive does not apply to documents with fiscal validity. | Use Annul with a credit note to cancel it before Hacienda. |
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