Accounting

What is Credit Note?

A credit note is issued to reduce or cancel an invoice - used for returns, overcharges, or cancellations.

Example

Customer returns £200 of goods. Issue a credit note for £200 to reduce their balance.

Key Dates

Issue when goods are returned or invoice errors discovered

How Credit Note Works in Practice

A credit note is a document issued by a seller to a buyer that reduces or cancels the amount owed on a previously issued invoice. It is essentially a negative invoice. Credit notes are used when goods are returned, services were not delivered as agreed, an invoice contained an error, a discount is applied after the original invoice was sent, or a contract is cancelled.

For VAT purposes, a credit note is an important document. When you issue a credit note to a VAT-registered customer, it reduces your output VAT liability (you owe less VAT to HMRC) and reduces the customer's input VAT claim (they can reclaim less). HMRC requires that credit notes for VAT purposes include specific information: the credit note must reference the original invoice, show the reason for the credit, and display the VAT adjustment.

A VAT credit note must contain your company name, address and VAT number, the customer's name and address, a unique sequential credit note number, the date of issue, the reason for the credit, a description of the goods or services being credited, the quantity and amount being credited, the total credit excluding VAT, the VAT rate and amount, and a reference to the original invoice number.

Credit notes affect your accounts in the opposite way to invoices. They reduce your revenue, reduce your accounts receivable balance, and reduce your output VAT liability. They must be included in your VAT return for the period in which they are issued.

Step by Step

When a situation arises that requires a credit note - a return, an overcharge, or a cancellation - you issue the credit note referencing the original invoice. In your accounting records, the credit note posts as a negative entry against revenue and reduces the VAT liability.

If the customer has already paid the original invoice in full, you can either refund the credited amount directly or carry the credit forward against future invoices. If they have not yet paid, the credit note reduces the outstanding balance they owe.

On your VAT return, the credit note reduces your Box 1 (output VAT) figure and your Box 6 (total sales excluding VAT) figure. Your customer should reduce their Box 4 (input VAT) and Box 7 (total purchases excluding VAT) by the corresponding amounts. This ensures the VAT treatment is symmetrical.

Practical Tips

Use a separate numbering sequence for credit notes (e.g. CN-001, CN-002) to distinguish them clearly from invoices in your records
Always state the reason for the credit note on the document itself - this protects you during VAT inspections and keeps your audit trail clear
Process credit notes promptly to ensure they fall into the correct VAT return period and your accounts receivable balance stays accurate
If you frequently issue credit notes for the same reason, investigate the root cause - it may indicate a pricing, quality, or communication issue worth fixing

Common Mistakes to Avoid

Issuing a new invoice at a lower amount instead of a credit note, which creates duplicate revenue entries and complicates VAT reporting
Failing to reference the original invoice number on the credit note, which makes it difficult to match during a VAT inspection
Not adjusting VAT on the credit note when the original invoice included VAT - HMRC expects the VAT impact to be shown clearly
Delaying credit note issuance, which means the VAT adjustment falls into a later return period and creates a timing mismatch

Frequently Asked Questions

Do I have to issue a credit note or can I just delete the original invoice?

You must never delete an invoice. Invoices should be sequential with no gaps, and HMRC expects a full audit trail. If an invoice needs to be corrected or cancelled, issue a credit note against it. This maintains the integrity of your records and satisfies VAT requirements.

Does a credit note have to follow the same format as a VAT invoice?

It must contain similar information to a VAT invoice, including your VAT number, the customer details, and the VAT breakdown. It should be clearly identified as a credit note and must reference the original invoice. HMRC treats it as a formal VAT document.

How do credit notes affect my VAT return?

A credit note reduces your output VAT in the period it is issued. This means you pay less VAT to HMRC for that quarter. If the credit creates a net VAT repayment position for the period, HMRC will refund the difference.

Can I issue a credit note for a partial amount?

Yes. Credit notes can cover the full amount of an invoice or just a portion. For example, if a customer returns one item from a multi-item order, you issue a credit note for just the returned item's value plus its VAT.

Source: HMRC VAT Notice 700 Section 18 - Credit notes and debit notes; VAT guide (VAT Notice 700)

Related Terms

Invoice

An invoice is a document requesting payment for goods or services. VAT invoices must contain specific information for VAT-registered businesses.

VAT (Value Added Tax)

VAT is a tax added to most goods and services sold in the UK. Businesses collect it from customers and pay it to HMRC, minus any VAT they've paid on business purchases.

Accounts Receivable (Debtors)

Accounts receivable is money owed to your company by customers who haven't paid their invoices yet. Also called debtors or trade debtors.

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