Voiding credit notes

Sometimes credit notes are created by mistake, or the situation changes and they’re no longer needed. In these cases, you can void the credit note in Loopit, which removes its effect on your invoices and balances.

When You Can Void a Credit Note

Before you void a credit note, make sure:

• It hasn’t already been voided

• It hasn’t been refunded to the customer

• If it’s been applied to an invoice, it must be less than one month old

If the credit note has already been refunded or is older than a month, Loopit will block the void action to preserve financial accuracy.

What Voiding Actually Does

Voiding a credit note isn’t just deleting it—it reverses all the changes that credit note made across your billing records. Here’s what Loopit takes care of automatically:

• The credit note is marked as voided — so it no longer applies to anything.

• Invoices that used the credit are updated — their balances will be recalculated.

• The customer’s payment status may change depending on how much is now unpaid.

• The system logs this action for auditing, including who voided it and which booking or customer it was linked to.

• Loopit also notifies any integrations, such as reporting or downstream accounting systems.

How Invoices Are Affected

Once the credit note is voided, any invoice it was linked to will be recalculated.

Loopit reviews:

• How much has been paid

• How much was covered by credit notes or other adjustments

• What’s left outstanding

Then, the invoice’s payment status is updated automatically to ensure your invoices reflect the correct amount still due.

Condition	Status
No payments or credits	Unpaid
Fully paid through payments or credits	Paid
Partially paid	Partially Paid
Full amount covered by held payments	Held
All payments failed	Failed
All payments cancelled	Cancelled

How to Void a Credit Note

Voiding a credit note removes it from the customer’s billing history and reverses its effect on any linked invoices. Here’s how to do it in Loopit.

1

Find the Credit Note

Credit notes are tied to a person, not a booking.

To locate a credit note:

• Go to People

• Select the relevant customer

• Click on the Billing tab

• Open the Credit Notes section

• Click the ellipsis (•••) next to the credit note you want to void

2

Select "Void" Credit Note

Clicking this option will open a confirmation window. You’ll be able to:

• Review the details of the credit note

• (Optional) Enter a reason for voiding it — this is helpful for audit logs and team visibility

3

Confirm the Action

Click Confirm to void the credit note.

Once confirmed:

• The credit note will be marked as Voided

• Any invoices that used the credit will be updated

• The system will automatically adjust the customer’s balance

Note: This action cannot be undone. If you’re unsure, speak with your team or reach out to Loopit Support before proceeding.