Credit note lifecycle (accounts payable)

Learn about the statuses that a credit note goes through inside Monite.

This guide covers credit notes in accounts payable. Monite also supports credit notes for accounts receivable.

Overview

Each credit note is allocated with a status that indicates its progress throughout the credit note lifecycle, from its creation until its application.

Credit note lifecycle
Credit note lifecycle

Credit note statuses

Check out below a detailed explanation of the credit note statuses and the credit note approval process:

Draft

Status value: draft

This is the initial status for all uploaded credit notes that have any of the required fields set as null during their creation. The required fields are:

  • payable_id
  • document_id
  • issued_at
  • amount

A draft credit note is not approved yet and can still be edited.

Only one draft credit note can exist per payable. Before you can create the second draft credit note for the same payable, you need to apply (or delete) the previous draft credit note.

New

Status value: new

If the credit note already contains all essential fields (payable_id, document_id, issued_at, amount), its initial status is directly set to new.

Only credit notes in the new status can be sent for approval. To do this, call POST /payable_credit_notes/{credit_note_id}/submit_for_approval:

1curl -X POST 'https://api.sandbox.monite.com/v1/payable_credit_notes/{credit_note_id}/submit_for_approval' \
2    -H 'X-Monite-Version: 2024-05-25' \
3    -H 'X-Monite-Entity-Id: ENTITY_ID' \
4    -H 'Authorization: Bearer ACCESS_TOKEN' \
5    -H 'Content-Type: application/json' \
6    -d ''

The successful response indicates that the status of the credit note has changed to approve_in_progress. Once the credito note is sent for approval, it cannot be updated anymore.

The entity users can also directly approve the credit note from the new status.

Canceled

Status value: canceled

The canceled credit notes are the ones that were not validated during the entity user review.

For example, if the entity user uploads the wrong file or the document is not compliant with regulations, this credit note can be canceled before being sent for approval.

To cancel a credit note, call POST /payable_credit_notes/{credit_note_id}/cancel:

1curl -X POST 'https://api.sandbox.monite.com/v1/payable_credit_notes/{credit_note_id}/cancel' \
2  -H 'accept: application/json' \
3  -H 'X-Monite-Version: 2024-05-25' \
4  -H 'X-Monite-Entity-Id: ENTITY_ID' \
5  -d ''

There is no possible status change when a credit note is canceled.

Approve in progress

Status value: approve_in_progress

After the initial validation, the credit note is ready to be approved by an entity user. To do this, call POST /payable_credit_notes/{credit_note_id}/approve:

1curl -X POST 'https://api.sandbox.monite.com/v1/payable_credit_notes/{credit_note_id}/approve' \
2  -H 'accept: application/json' \
3  -H 'X-Monite-Version: 2024-05-25' \
4  -H 'X-Monite-Entity-Id: ENTITY_ID' \
5  -d ''

Rejected

Status value: rejected

The credit notes that are refused during the approve_in_progress status. By adding a reason for the refusal, the entity user who uploaded the payable knows what went wrong. To do this, call POST /payable_credit_notes/{credit_note_id}/reject:

1curl -X POST 'https://api.sandbox.monite.com/v1/payable_credit_notes/{credit_note_id}/reject' \
2  -H 'accept: application/json' \
3  -H 'X-Monite-Version: 2024-05-25' \
4  -H 'X-Monite-Entity-Id: ENTITY_ID' \
5  -d ''

There is no possible status change when a credit note is rejected.

Approved

Status value: approved

This status indicates that the credit note has been approved by all the required approvers and is ready to be applied.

Applied

Status value: applied

Entity users can access all applied credit notes to view any details and export these documents for accounting reasons.