Credit Notes from Refunds

3 min readPublished April 12, 2026

Automatic Credit Note Generation

When a refund moves to Processed status, Fixmo automatically creates a credit note document to provide a formal financial record of the refund.

  • The credit note is created as a Document with type CREDIT_NOTE and status PAID.
  • A unique document code is automatically generated following the shop's document numbering sequence.
  • The credit note is linked to the refund record, so it can be accessed from the refund detail page.
  • No manual steps are required — the credit note is generated as part of the refund processing action.

Credit Note Content

The credit note contains details about what was refunded, providing a clear paper trail for your financial records.

  • For Full and By Item refunds — the credit note contains each refunded item with name, quantity, unit price, and line total.
  • For By Amount refunds — the credit note contains a single line item representing the lump-sum refund amount.
  • The credit note total matches the refund amount exactly.
  • Customer details, sale reference, and refund reference are included for cross-referencing.

Viewing Credit Notes

Credit notes are accessible from two places in Fixmo.

  • Invoicing section — credit notes appear in the main documents list alongside invoices, quotations, and receipts. Filter by type 'Credit Note' to see only credit notes.
  • Refund detail page — a link to the associated credit note is displayed on the refund detail page after processing. Click it to view the full credit note.

Sale Status Change

Fixmo automatically updates the sale status based on the cumulative refund amount.

  • After each refund is processed, the system calculates the total refunded amount across all processed refunds for that sale.
  • If the total refunded amount is greater than or equal to the original sale total, the sale status changes from Completed to Refunded.
  • Partially refunded sales remain in Completed status until the full amount has been refunded.
  • The Refunded status is displayed as an amber badge on the sale detail page and in the sales list.

Commission Reversal

When a refund is processed, any commission earned on the refunded amount is proportionally reversed.

  • Fixmo calculates the commission proportion based on the refund amount relative to the original sale total.
  • A negative commission record is created for the agent assigned to the sale.
  • The negative commission reduces the agent's earned balance by the proportional amount.
  • If the agent was paid using a percentage rate, the reversal amount equals the refund amount multiplied by the commission rate.
  • Commission reversals appear in the agent's commission history for full transparency.

Full Audit Trail

The refund timeline on the detail page provides a complete audit trail linking every step of the refund to its outcomes.

  • Created — who initiated the refund and when.
  • Approved — who approved the refund and when.
  • Processed — who processed the refund and when.
  • Credit note reference — the generated credit note code with a link to the document.
  • Sale status — whether the sale status was updated to Refunded.
  • Commission reversal — the negative commission amount recorded.

Frequently Asked Questions

When is a credit note created?+
A credit note is automatically created when a refund is processed (status changes to Processed). You do not need to create credit notes manually. The system generates one as part of the processing step.
Where can I view credit notes?+
Credit notes appear in the Invoicing section alongside invoices, quotations, and receipts. You can also access the credit note directly from the refund detail page via the linked document.
Does a refund change the sale status?+
Yes. If the total amount refunded across all processed refunds equals or exceeds the original sale total, the sale status automatically changes from Completed to Refunded.

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