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Credit notes ​

A credit note corrects or cancels an issued invoice while ensuring full compliance with accounting regulations. Under Slovenian VAT law (ZDDV-1), once an invoice has been issued, it cannot simply be deleted, modified, or cancelled directly — the original invoice stays issued, and any correction or cancellation is carried out by issuing a credit note.

Available to:AdminReceptionistStudentParent

Permissions

Only administrators can issue credit notes. Receptionists can view and download credit notes, while students and parents can see their own credit notes in their billing overview.

When to issue a credit note ​

Use a credit note when:

  • An issued invoice was issued in error and needs to be cancelled.
  • A student was billed for a lesson they did not attend, or an incorrect price or tax rate was applied.
  • A partial refund or discount needs to be granted after the invoice has already been issued.

How to issue a credit note ​

  1. Open the issued invoice in the Invoices list.
  2. Click Issue credit note.
  3. Select the items you wish to credit. All invoice line items are selected by default; uncheck any items you do not want to credit if you are issuing a partial credit note.
  4. Optionally enter a Reason for the credit note (for example, "Cancelled lesson refund"). This reason is printed on the PDF document.
  5. Confirm and click Issue credit note.

Numbering and line items ​

  • Sequential numbering: Credit notes have their own dedicated sequential number series: DOB-YYYY-NNNN (for example, DOB-2026-0001).
  • Dates: The credit note is assigned today's date as its issue date.
  • Negative amounts: Credited items appear with negative quantities and amounts, offsetting the original invoice totals.
  • Invoice reference: The credit note includes a reference For invoice <number> (<date>), clearly identifying the original document.
  • Single credit per item: Each invoice line item can only be credited once. You can issue several partial credit notes for different items over time until everything is credited.

Effect on the invoice and payment balance ​

When a credit note is issued:

  • The original invoice displays a Credit notes section with links to all associated credit notes.
  • The invoice's Remaining amount is automatically reduced by the credited sum: Remaining amount = total − credit notes − payments.
  • Automatic cancellation: If an unpaid invoice is fully credited, its status automatically changes to Cancelled.
  • Partial credits and existing payments: If part of the invoice was already paid, recorded payments are evaluated against the reduced balance. For example, if an invoice is 200 €, a credit note of 100 € is issued, and a payment of 100 € was recorded, the invoice is considered fully Paid.
  • No payments on credit notes: Payments cannot be recorded on a credit note.

Viewing, sending, and downloading ​

  • Invoice list: Credit notes appear directly in the invoice list with a distinct Credit note tag.
  • Sending by email: Administrators can email the credit note to the client by clicking Send credit note.
  • PDF download: The downloaded PDF document is titled DOBROPIS. Because a credit note represents a credit adjustment rather than a request for payment, it contains no bank payment details or UPN QR code.
  • Mobile app (iOS): Credit notes also appear in the TutorManager app for iPhone and iPad, with the Credit note label and the invoice reference; there is no payment button on a credit note.
  • Student and parent access: Students and parents can view and download their own credit notes in their billing overview.