The content of this article applies to both our mobile app and our web app.
Credit notes occur if you receive a refund from a merchant to your company card. For example, say you bought a new laptop for work with your company card, and submit the expense to Yokoy. A few days later, you notice a defect, and return the laptop to the store, who reimburses your card for your purchase.
This is where credit notes come in. Credit notes are created for partial or full refunds of company card expenses, and you can identify them as a red-highlighted, negative transaction in the Submitter / Card transactions menu in the web app, or in the Cards / My tasks menu in the mobile app.
To properly handle a refund transaction, you'll need to match the transaction to an expense. To start this off, select the transaction to open a new window.
IMPORTANT: In general, you cannot create and submit a credit note apart from a transaction refund by using the expense type symbols (see picture below). This means that you can only create and submit a credit note from the transaction detail view.
It is not possible to create a credit note using the following expense types:
Instead, you can assign a refund in one of two ways and thereby create a credit note.
1) Match a refund with an already matched expense
If you have received a refund in form of a transaction and you have not received a credit note document, you can match the refund with an already matched expense. To do so, press the Match button in the transaction detail view, make sure you selected the refund you want to match on the left-hand side of the Expense Matcher and then click Try searching already matched expenses at the very bottom of the window.
Now, you get an overview of all transactions which have already been matched with an expense. If you can't spot the corresponding matched expense, please take out the date filter at the top left of the Expense Matcher by clicking on the "X" next to the pre-selected date range (see picture below). In addition, please make sure you select the correct status of the corresponding matched expense in the approval process at the top right of the Expense Matcher (see picture below). After a few seconds, you should be able to see your corresponding expense if you haven't already.
Next, select the corresponding matched expense by clicking on Match. You will get a confirmation message if the match was successful. To verify your match, click on the tab Matched within the Expense Matcher. Here, you will see the match you've just performed.
Now, you can close the Expense Matcher and you will see that the status of the refund has automatically changed to Matched. If the status remains unchanged, please refresh your page and check once again.
What happened during the matching of a refund with an already matched expense?
After you've clicked Match, Yokoy automatically generates a credit note for the refund based on the information included in the matched expense as well as in the refund. To display the automatically created credit note, click on the refund and press Preview.
2) Manually create a credit note to match it with a refund
Apart from matching a refund with an already matched expense, you can also create a credit note manually, if your company settings allow it. This option is useful if you have received a credit note document as you can then attach it to the manually created credit note.
To manually create a credit note, go to Submitter / Card transactions, find the refund transaction, click on it and press Add manual credit note. Now, a new window opens where you need to fill out or adapt the content of the relevant fields. If you have received a credit note document, you can also attach it to this credit note report in Yokoy. Once you're done with your adaptations, click Submit.
To verify your match and view the manually created credit note, find the refund transaction, click on it and press the Preview button.
Now, you've successfully created a credit note from a refund transaction.