Manage credit notes (accounts payable)
Manage credit notes (accounts payable)
Learn how to manage your credit notes.
Manage credit notes (accounts payable)
There are two ways to create a credit note:
When a credit note is created from a PDF, PNG, or JPEG file, Monite’s OCR service automatically extracts the credit note information from the file and a new credit note is created with the extracted data fields accordingly. The file property of the credit note contains the file metadata and the link to access the original source file.
You can configure Monite to automatically link credit notes which have a payable reference to the appropriate payable during the credit note creation based on the following criteria:
based_on_document_id of the credit note must be equal to the document_id of the payable.waiting_to_be_paid, partially_paid, or paid statuses.counterpart_id field.If the credit note field based_on_document_id corresponds to multiple payables with the same document_id and counterpart_id, the credit note is created but not auto-linked to any payable.
To enable this feature, send a PATCH request to the /settings endpoint, setting the payable.allow_credit_note_autolinking field to true:
To create and manage credit notes using an entity user token, this entity user must have a role with the payables permission.
If a partner-level token is used, no special permissions are needed.
To create a new credit note, call POST /payable_credit_notes:
document_id, issued_at, and total_amount are mandatory.issued_at field cannot be a future date.total_amount field, which is optional.You can upload credit notes in the PDF, PNG, or JPG format to Monite by calling POST /payable_credit_notes/upload_from_file. The maximum file size is 10 MB:
The successful response contains the credit note ID and other fields:
You will also receive a webhook indicating that this credit note resource has been created:
Note that at this stage the credit note resource is incomplete and waiting for the results of the OCR service, which automatically scans the details from the uploaded credit note and maps the information from the credit note to the corresponding data field in the system. Its status is set as processing.
To cancel the OCR process, call POST /payable_credit_notes/{id}/cancel_ocr. The credit note status will be changed to canceled.
When the OCR scanning is finished (this might take up to 5-7 minutes), you will receive the credit_note.ocr_finished webhook event.
You can manually change the status of the credit notes and move them through the lifecycle until their application. See the credit notes lifecycle for more information.
Alternatively, we recommend that you implement approval policies to manage the credit notes transitions.
To list all credit notes, call GET /payable_credit_notes. You can sort and filter the results by the amount, status, and other fields. For the full list of available sort and filter parameters, see the GET /payable_credit_notes endpoint:
The data array in the response contains a list of related credit notes, if any:
To check if there are credit notes linked to a specific payable, call GET /payable_credit_notes?based_on={payable_id}:
Credit notes in the draft and new statuses can be updated, for example, to provide additional details or fix the information extracted by OCR. To update a credit note, call PATCH /payable_credit_notes/{payable_credit_notes_id} with the request body containing the new field values. For example, to update the description field:
Credit notes in any status can be deleted by calling the DELETE /payable_credit_notes/{payable_credit_notes_id} endpoint:
This action is irreversible, and once deleted, credit notes can no longer be accessed.