Manage supplier credit notes in Moss the same way you manage invoices — from upload through review, approval, and export.
What is a credit note?
A credit note is a document a supplier issues to reduce or cancel the amount owed on a previous invoice — for example, after a return, an overcharge, or a cancelled order. In Moss, credit notes are processed through the same workflow as invoices, with a few labelling differences.
Who can do this
Admins, Internal Accountants, and External Accountants can review, approve, mark as refunded, and export credit notes. Any user can upload a credit note.
The credit note workflow
The workflow follows the same steps as invoices.
Step 1 — Upload
Upload a credit note the same way you upload an invoice:
Go to "Invoices" and upload directly from the page, or
Forward the document to your organisation's invoice inbox email address.
Moss scans the document and pre-fills supplier, amount, and date where it can.
Step 2 — Review
Go to "Invoices" > "Review".
Select the credit note.
Check that all details are correct — supplier, amount (negative), expense account, VAT, and any other relevant fields.
Confirm the details.
The credit note moves to the approval stage.
Step 3 — Approve
The credit note follows your organisation's existing approval policy — the same rules that apply to invoices apply here.
Step 4 — Mark as refunded (optional)
If the credit note has been settled outside Moss — for example, your supplier issued a bank transfer — you can manually update the status in Moss.
Open the credit note in the expense drawer.
Click "Mark as refunded"
Confirm.
The status updates to "Refunded".
Note: "Mark as refunded" vs allocation
"Refunded" means the credit was settled externally (e.g. bank transfer from supplier). It is not the same as credit note allocation, which is a separate workflow coming in a future release.
Step 5 — Export
Export credit notes exactly as you export invoices. Once a credit note is reviewed and approved, it appears as "Ready to export" and can be included in your regular accounting export.
Switching between invoice and credit note
When you upload a document, Moss reads it and automatically classifies it as either an invoice or a credit note. In most cases this is correct.
If Moss classifies the document incorrectly, you can correct it manually. There are three ways to do this:
Option 1 — Change the total amount
Open the expense drawer for the document.
Go to the "Total amount" field.
Change the amount from positive to negative (or negative to positive).
Moss automatically updates the document type, expense type, all labels, and the status to match.
Option 2 — Use the expense type toggle
Open the expense drawer.
Click the overflow menu (...) in the expense section of the drawer.
Select "Switch to credit note" (or "Switch to invoice").
The document type updates automatically to stay in sync.
Option 3 — Use the document type toggle
Open the expense drawer.
Go to the "Document" section.
Click the overflow menu (...) in the document section.
Select "Switch to credit note" (or "Switch to invoice").
The expense type updates automatically to stay in sync.
Note: All data is preserved
Switching the document type does not clear accounting data or OCR results. You will not lose any fields you have already filled in.
How credit notes differ from invoices at a glance
| Invoice | Credit note |
Amount | Positive | Negative |
Drawer label | "Invoice" | "Credit note" |
Payment details shown | Yes | No (hidden) |
Manual settlement action | "Mark as paid" | "Mark as refunded" |
Settled status tag | "Paid" or “Settled by Credit” | "Refunded" or “Allocated” |
Export | Same | Same (negative amount) |