Create credit notes

Use this guide if you refunded or cancelled an order and need a credit note for your records or for the customer. By the end, you’ll have a numbered credit note linked to the original invoice, ready to print or email.

Before you begin

• A credit note is made from an order’s invoice. If the order has no invoice yet, open the order once so Invoice Falcon creates it.
• Each invoice can have one credit note. Creating another opens the existing one.
• The credit note copies every product and total from the invoice, not only what you refunded. For a partial refund, edit the credit note afterwards, which needs the Pro plan. See Edit an invoice.
• Creating credit notes by hand is on every plan. To create one automatically whenever you refund an order in Shopify, see Create credit notes automatically for refunds, which needs the Pro plan.

What customers will see

Nothing, until you send it. Creating a credit note doesn’t email anyone.

When you do send or print it, the document is titled “Credit Note” by default and has its own number. Credit notes are numbered in sequence, or after the order they credit if you choose. See Set invoice numbers and prefixes. It uses the template set as the default for Credit notes. To pick one, see Rename a template and set a default.

Set it up

Create a credit note

1. Open your Shopify admin and click Invoice Falcon in the left menu.
2. Click Orders in the app’s menu.
3. Click the order number in the Order # column.
4. At the top of the page, open the Other menu and click Create credit note.

The credit note opens on its own page, with the message “Credit note created”.

Send or print it

On the credit note’s page:

• To email it, open the Send menu and click Review & send. Check the address in Email(s) and click Send invoice. See Email an invoice to a customer.
• To print or save it, open the Actions menu above the preview and click Print or Download PDF.

Find your credit notes

1. Click Orders in the app’s menu.
2. Click the Credit notes tab. Each row shows the Credit note # and the Original invoice #.
3. Search by credit note number, original invoice number or customer email in the Search orders… box.
4. Click a credit note number to open it, or use the print, download and envelope icons in its row.

Delete a credit note

1. Open the credit note from the Credit notes tab.
2. Open the Other menu and click Delete credit note.
3. In the Delete credit note window, click Delete.

Deleting is permanent. A later credit note may reuse the deleted one’s number, so only delete credit notes you created by mistake and haven’t sent.

Check your setup

1. Create a credit note for a test order.
2. Open the Credit notes tab. The new credit note is listed with the test order’s invoice number under Original invoice #.
3. Click Actions > Download PDF and check the title, number and amounts.

Troubleshooting

Create credit note isn't in the Other menu

The invoice hasn’t loaded yet. Wait for the preview to appear, then open Other again. If you’re already on a credit note’s page, you can’t make a credit note of a credit note.

Clicking Create credit note opened an existing credit note

That invoice already has a credit note, and each invoice can only have one. Edit the existing one if it needs to change, or delete it and create it again.

The credit note shows the whole order, but I only refunded part of it

Credit notes copy the full invoice. Click Edit invoice on the credit note’s page and remove products or change the amounts and Totals to match the refund. This needs the Pro plan.

The credit note uses the wrong template or number prefix

Set the template you want as the default for Credit notes. See Rename a template and set a default. For the prefix and starting number, see Set invoice numbers and prefixes.

The Credit notes tab tells me to use an Actions button

That hint is out of date. Create credit note is in the Other menu on the order’s page.

FAQ

Does creating a credit note refund the customer?

No. A credit note is a document only. Refund the order in Shopify as usual.

Does creating a credit note change the original invoice?

No. The invoice keeps its number and content. The credit note is a separate document that points back to it.

Is the credit note sent to the customer automatically?

No, not when you create it by hand. Send it from the Send menu on its page.

Can I make a second credit note for another refund on the same order?

No. Each invoice has one credit note. Edit the existing credit note so it covers both refunds.

Can I regenerate a credit note?

No. Credit notes don’t have Regenerate. Use Edit invoice to change one, or delete it and create it again.

Related guides

• Create credit notes automatically for refunds, so you don’t have to do it by hand.
• Edit an invoice, to match a credit note to a partial refund.
• Set invoice numbers and prefixes, for credit note numbering.
• Email an invoice to a customer, to send the credit note.