Creation and management of credit notes and expense cancellations on Expensya

This feature allows you to enter credit note invoices or to create cancellations for expenses already sent for approval. 

Credits and cancellations can be generated for both expenses and mileage expenses. 

This feature is available for all Expensya offers and can be activated using the Administrator tab in the company account. 

Activating the Credit Notes feature: 
  • Activating credit notes and cancelling expenses: 

To activate the Credit Notes and Expense Cancellation feature: 

  1. Select the “Admin” tab. 
  2. Click on “Global Settings” 
  3. Then on “Invoice”, 
  4. Select “Invoice credits and cancellations.” 
  5. Then click on the red “No” button; a green « Yes » button will appear. 
  6. Confirm your selection. 
  7. Click “Save”. 

Activating the credit notes and mileage expense cancellation feature : 

This feature can be activated in the same way as the credit notes and expense cancellation feature. 

This feature allows employees to cancel mileage expenses that have already been sent to the accounts department or archived. 


Creating an expense with a credit note: 

To create a credit note / cancellation: 

  1. Go to the “Invoices“ tab. 
  2. Click on the “+ invoice” button and then “manual entry”, 
  3. Enter the expense information, 
  4. Enter a negative amount in the “Value” field or select the credit button on the top. 
  5. Click “Save”. 

Creating a credit for a mileage expense:

1. The mileage expense must be "archived" or "in accounting" to be able to create the credit note.

  1. Go to the "My Expenses" tab.
  2. Select the relevant mileage expense.
  3. Click on "Create a credit"
  4. Fill in the fields of the mileage expense credit form.
  5. Save the changes.

If you are unable to enter a negative amount, the feature has not yet been activated. In this case, you should contact the account administrator who will be able to activate it on your behalf. 

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