How to use a credit note

A credit note is an accounting document that is issued to correct a previous invoice. They hold a credit, which can be used towards a future or existing unpaid invoice. The credit note always includes an invoice reference number or an overview of reservation numbers. 

What’s in this article:

When is a credit note provided

A credit note can be issued throughout the month for commission invoices and additional invoices if there is a dispute over them.

We only issue credit notes under exceptional circumstances when there has been an invoice dispute. For this reason, it’s important that you make sure the status of your reservations is always correct in the extranet’s Reservations section. Learn more about how to avoid disputes here and find more information on types of invoices here. 

To see if you have been issued a credit note, go to Finances and then Invoices in the extranet. Any credit notes that have been issued will be on this page. 

What to do when you receive a credit note

If you receive a credit note, the situation varies depending on its value compared to the original invoice. Credit notes can not be paid out while you’re in an active contract with us – except for Payments by Booking.com. If you use Payments by Booking.com then the credit note will be paid out in your weekly or monthly payment.

• Receiving a credit note for the same value of the invoice
  If the note is for the same amount as your original invoice, we’ll automatically use it to clear your original invoice. No action is required.
• Receiving a credit note while the original invoice is still outstanding
  If the credit note is for a lower amount than your original invoice, we’ll automatically apply it to your original invoice and you’ll need to pay the remaining amount. The total balance of the outstanding invoice will be visible on the Invoices page in the extranet.
• Receiving a credit note while all invoices have been paid
  The credit note will apply to the next invoice. On the Invoices page in the extranet, there will be an outstanding balance listed. This will be the difference between the invoice that needs to be paid minus the open credit note. For example, if the new invoice is for $2000 and the credit note is for $800, then the outstanding balance will be $1200.
  Partners on automatic payments, such as direct debit and SEPA, will not have to take any action. The credit note will automatically be applied. 

Partially applied credit notes

If you receive a credit note which has been partially applied to an invoice but still has open credit, then the situation depends on whether you’re paying by bank transfer or credit card. 

If you’re paying via bank transfer payment, the credit note will be shown as ‘Paid’ even if there is still an amount open to be used. Due to this, the outstanding balance will not reflect the credit note and must be manually calculated before making the payment if you’re on a manual payment plan. If you make automatic payments, such as direct debit and SEPA, then you don’t have to take any action. The credit note will automatically be applied. 

If you’re paying via credit card then the open amount of the credit note needs to be manually assigned by us. Please contact us by following the next steps:

1. Log in to the extranet
2. Go to Inbox and click on Booking.com messages 
3. Select Compose new message or click on See contact options in the drop- down menu
4. Select the topic Invoices & commission and subtopic Other

Go to the extranet