Credit notes over Peppol for returns and refunds
You do not delete or change an invoice that has been sent. When your customer gets money back, you correct it with a credit note. Here is how that works in your webshop and over Peppol.
Why a credit note?
An invoice is an accounting document your customer has already processed. Deleting or changing it makes your customer's books and yours unreliable. A credit note brings the invoice back to the right amount and leaves a clear trail.
Full and partial refunds
- Full refund: a credit note for the whole invoice amount.
- Partial refund: a credit note for only the refunded part, for example one item from an order of several.
In both cases the credit note refers to the original invoice, so your customer can match them.
Credit notes in Peppol
Peppol BIS Billing 3.0 has its own document type for credit notes next to the invoice. In principle the credit note follows the same route as the invoice: you create a UBL file, your access point sends it to your customer's access point. Whether your customer can receive this document type shows when you look them up, see how to find a Peppol ID.
What your platform calls it
| Platform | What you do |
|---|---|
| Shopify | You issue a refund on an order. |
| WooCommerce | You create a refund on the order. |
| PrestaShop | You create a credit slip. |
| bol.com | A return or refund on the order. |
How PeppolKit handles it
For a refund, PeppolKit automatically creates the credit note, linked to the original invoice. If your customer can be reached over Peppol, the credit note goes that way too; otherwise they get a PDF by email. See the pages for Shopify, WooCommerce, PrestaShop and bol.com.
Common mistakes
- Deleting or overwriting the original invoice.
- Creating a new invoice with a negative amount instead of a credit note.
- Forgetting to refund the VAT too, especially with partial refunds.
- Emailing the credit note only and not sending it over Peppol, while the original invoice went over Peppol.
Frequently asked questions
Can I just delete a sent invoice after a return?
No. Correct it with a credit note, so your books and your customer's stay right.
Does a credit note also have to go over Peppol?
In principle the credit note follows the same route as the invoice. If the invoice went over Peppol, send the credit note the same way.
What about a partial refund?
Create a credit note for the refunded part, referring to the original invoice.
Does PeppolKit create the credit note automatically?
Yes. For a refund in your webshop, PeppolKit creates the credit note, linked to the original invoice.
PeppolKit by platform: Shopify, WooCommerce, PrestaShop, bol.com and Lightspeed (waitlist). See how it works for your webshop.
Leave Peppol to PeppolKit.
Install PeppolKit and your business customers get their invoice over Peppol, without you having to deal with the network.
Choose your platform Start free with 10 invoices a month.An explanation for orientation, not tax advice.