HomeCredit notes

Credit notes,
done the SARS way.

Section 21, VAT ActNever edit an invoiceOne tap from the invoice

When do you issue a credit note in South Africa?

Issue a credit note when the amount on a tax invoice you already issued goes down: goods are returned, a price is reduced, a discount is agreed or the invoice was wrong. Issue a debit note when it goes up. You never edit or delete an issued tax invoice; the credit or debit note corrects it and refers back to it.

Bookkeeping & Invoicing issues credit and debit notes from the original invoice, with the VAT adjusted. Bookkeeping & Invoicing: three plans from R190 to R950 a month. No setup fee, month to month. Free trial: 7 days and 20 quotes or invoices, no card.

Two documents

Credit note
or debit note.

Credit noteDebit note
Used when the amountGoes downGoes up
Typical reasonReturn, discount, overchargeUndercharge, extra charge
Refers toThe original tax invoiceThe original tax invoice
VATReduced by the noteIncreased by the note
What it shows

What a credit
note must say.

The particulars

A summary of section 21(3) of the VAT Act: the words "credit note" (or "debit note"); your name, address and VAT number; the customer's name and address, and their VAT number where they are a vendor; the date; the original invoice it relates to; the amount of the adjustment and the VAT on it; and a short reason. Check the SARS guide for your own case.

Why you never edit the invoice

Your tax invoices are numbered with no gaps, and the customer may already have claimed the VAT on the original. Changing it would leave two different versions of one document. The credit note keeps the record straight.

How it works in Bookkeeping & Invoicing

Open the issued invoice and choose credit note or debit note. The lines come across, you change what needs changing, and the VAT, the customer's balance and the ledger all follow. Issued invoices are locked, so they cannot be edited by mistake.

Questions

Credit note
questions.

No. Issue a credit note for the full amount; the invoice number stays in the sequence.

Yes. The VAT on the credit note reduces your output VAT for the period it is issued in.

No. The credit note reduces what the customer owes; a refund is the money you pay back if they had already paid.

No. It is a plain-English summary of section 21; check your own case with your accountant.

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