How to Create a Credit Note for a Returned Order

If a customer returns goods or you need to cancel part of a paid invoice, a credit note is the correct way to handle it. It formally reduces the amount the customer owes (or gives them credit toward a future invoice).

Steps

1. Go to Invoices and open the original invoice. It must be Sent, Partially Paid, or Paid — or Cancelled if it was previously GRA-certified (a credit note is required to reverse the VAT record at GRA).
2. In the action toolbar, click the ••• More button (three dots).
3. Select Issue credit note.
4. AstaBill will pre-fill the credit note with the original invoice details.
5. Adjust the line items or amounts to reflect what's being returned or refunded.
6. Add a note explaining the reason (e.g. "Item returned — wrong size").
7. Click Send to email the credit note to your customer.

GRA e-VAT: if the original invoice was certified by GRA, AstaBill automatically submits the credit note to GRA to reverse the VAT record. You will see the GRA certification status on the credit note once it has been processed. This is required under Ghana's VAT Act 2025 — a cancelled certified invoice must have a corresponding credit note submitted to GRA.

A credit note doesn't automatically trigger a refund. If you also collected payment online and need to return money, contact our support team at info@astabill.com and we'll process the refund for you.