Credit Memo via cancellation of an invoice

In case you’ve sent an invoice, but the client doesn’t like the product or wants a refund, zistemo helps you cancel the invoice and send a “Credit Memo” (also known as a “credit note”).

To cancel the invoice, simply go to the Invoices List (Sales -> Invoices), choose the related invoice and click “Cancel invoice” in the row end menu, as you can see below:

After clicking “Cancel invoice” – this invoice’s status will be changed to “Void” and a credit note will be created (invoice with the status “canceled”). The credit memo will have the current date – on the day you create the credit memo – on it.

To send a credit note to your client, open a preview of the canceled invoice and click the “Send” icon.

Very important:
1. You cannot cancel:
– Drafted invoices (because they haven’t been sent to your client yet) and
– Voided invoices (invalid invoices).
2. You can cancel invoices with statuses: “Activated”, “Viewed”, “Disputed”, “Overdue”, “Partial”, “Paid”.
Keep in mind: if your invoice is already paid or partially paid, its’ payment will become red in the payments list.

As this payment still affects your reports, you might want/need to delete it or make a refund.

Credit Memo via negative amount of an invoice

If you would like to correct an invoice amount but don’t want to cancel an invoice, you can create a credit memo also antoher way.

To do this, simply create an invoice with a negative amount and save it.

In the “Default” settings you can set some iptions, which you would love to have on default how you want them.

Default Fonts

The choosen font  will be use as the default font for all templates. You are able to change it when customizing a template.

SUPPORTS ENGLISH, GERMAN, SPANISH, FRENCH, ITALIAN, DUTCH, POLISH, PORTUGUESE, SWEDISH, CATALAN, CZECH, MALTESE, RUSSIAN AND SLOVENIAN LANGUAGE CHARACTERS.

Variable Strings

Enter your text for a reverse charge notice that will be displayed on the invoice for your client.
Also, you can enter a custom text that will be shown on the balanced invoice that was cleared with a down payment (retainer). Make sure that you are using the placeholder for the retainer (::retainer number::) so, that you cleint know exactly with retainer/down payment you referring to.

Document Names

Create your own naming scheme for documents. Use the placeholder input field to generate your own document names. It will work for all system related documents.

NOTE: Zistemo uses webbased (latin) characters, therefore Zistemo ignores non-latin characters when customizing document names.

For example: If you use the placeholder “%DOX-%CONTACT-%m%YY”, it will be shown as:

If you save as pdf, print or send the document to the client, it will include your individuell document name. Your documents will show up like this system-wide.

Note: If the format field is empty then we print our default file names

Welcome Messages

Create personal welcome messages that will appear on your clients’ and staff-members’ dashboards.

Client/Vendor numbers for datev export

If you activate this function you will see on the client/vendor export for DATEV the client/vendor number from zistemo.

If you want to change the “DATEV Number”, you have to import the Client/Vendor Number via the DATEV import. More infos HERE.

Cancel invoice

Change the word that will be added when creating a cancel invoice. Choose if it should be added in the beginning of the invoice number (prefix) or at the end of the invoice number (suffix).

If you choose “Prefix”, your Invoice “text” will be shown IN FRONT of the IV-Number:

You can also choose “suffix”:

If you choose “Suffix”, your Invoice “text” will be shown AFTER the IV-Number:

Staff Email

If active, staff members can no longer change their own email address by themself. This has effect to non-admin users. All Admins and Account Owner can change their own email address and others.

Notify if user is assigned to a project

You can set up notification for user who are assigned to projects. Learn more