Creating Credit Notes

Overview

Credit notes are used to reduce or cancel an invoice that has already been issued. Common scenarios include:

Partial or full refunds - Customer returns goods or cancels services
Invoice corrections - Price errors, wrong quantities, or incorrect amounts
Discounts after invoicing - Retroactive discounts or price adjustments
Cancellations - Voiding an incorrect invoice

Like invoices, credit notes are sent via Peppol and follow the UBL BIS Billing 3.0 standard.

Workflow

Creating and sending a credit note follows the same workflow as invoices:

Validate your JSON credit note data (required)
Create the credit note document
Send via Peppol

Always validate your credit note JSON using /api/validate/json before creating the document. Only valid JSON that converts to UBL BIS Billing 3.0 is accepted.

Basic Credit Note

Here’s a simple credit note that refunds a full invoice:

Step 1: Validate the Credit Note

curl -X POST "https://api.e-invoice.be/api/validate/json" \
     -H "Authorization: Bearer YOUR_API_KEY" \
     -H "Content-Type: application/json" \
     -d '{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-001",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Full refund - goods returned",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Product A - Returned",
      "quantity": 10,
      "unit": "C62",
      "unit_price": 100.00,
      "tax_rate": "21.00"
    }
  ]
}'

Key Differences from Invoices

Field	Credit Note	Invoice
`document_type`	`"CREDIT_NOTE"`	`"INVOICE"`
`invoice_id`	Credit note number (e.g., CN-2024-001)	Invoice number
`purchase_order`	Recommended - Original invoice number	Purchase order reference
`note`	Recommended - Reason for credit note	Optional

Use the purchase_order field to reference the original invoice number. This creates a clear audit trail linking the credit note to the original invoice.

Step 2: Create the Credit Note

Once validation passes, create the document:

curl -X POST "https://api.e-invoice.be/api/documents/" \
     -H "Authorization: Bearer YOUR_API_KEY" \
     -H "Content-Type: application/json" \
     -d '{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-001",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Full refund - goods returned",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Product A - Returned",
      "quantity": 10,
      "unit": "C62",
      "unit_price": 100.00,
      "tax_rate": "21.00"
    }
  ]
}'

Step 3: Send via Peppol

curl -X POST "https://api.e-invoice.be/api/documents/{document_id}/send" \
     -H "Authorization: Bearer YOUR_API_KEY"

Partial Credit Notes

To credit only part of an invoice, adjust the quantities or prices:

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-002",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Partial refund - 5 of 10 items returned",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Product A - Partial return",
      "quantity": 5,
      "unit": "C62",
      "unit_price": 100.00,
      "tax_rate": "21.00"
    }
  ]
}

Result: Credit note for €605.00 (5 × €100 + 21% VAT)

Price Correction Credit Notes

To correct a pricing error, credit the difference:

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-003",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Price correction - overcharged by €10 per unit",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Product A - Price adjustment",
      "quantity": 10,
      "unit": "C62",
      "unit_price": 10.00,
      "tax_rate": "21.00"
    }
  ]
}

Result: Credit note for €121.00 (10 × €10 difference + 21% VAT)

Credit Note with Multiple Line Items

Credit notes can include multiple line items:

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-004",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Mixed return - multiple products",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Product A - Returned",
      "quantity": 5,
      "unit": "C62",
      "unit_price": 100.00,
      "tax_rate": "21.00"
    },
    {
      "description": "Product B - Damaged",
      "quantity": 3,
      "unit": "C62",
      "unit_price": 50.00,
      "tax_rate": "21.00"
    }
  ]
}

Credit Notes with Allowances

You can include allowances (discounts) on credit notes:

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-005",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Return with goodwill discount",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Product A",
      "quantity": 10,
      "unit": "C62",
      "unit_price": 100.00,
      "tax_rate": "21.00"
    }
  ],
  "allowances": [
    {
      "amount": 100.00,
      "reason": "Goodwill gesture",
      "tax_code": "S",
      "tax_rate": "21.00"
    }
  ]
}

Calculation:

Line items: €1,000.00
Allowance: -€100.00
Subtotal: €900.00
VAT (21%): €189.00
Total credit: €1,089.00

Payment Terms

Credit notes can include payment details if you’re issuing a refund:

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-006",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Refund to be processed",
  "payment_term": "Refund will be processed within 14 days",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "payment_details": [
    {
      "iban": "BE68539007547034",
      "swift": "GEBABEBB",
      "payment_reference": "CN-2024-006"
    }
  ],
  "items": [
    {
      "description": "Product A",
      "quantity": 10,
      "unit": "C62",
      "unit_price": 100.00,
      "tax_rate": "21.00"
    }
  ]
}

Complete Example

Here’s a complete Node.js example for creating and sending a credit note:

const axios = require('axios');

const api = axios.create({
  baseURL: 'https://api.e-invoice.be',
  headers: {
    'Authorization': `Bearer ${process.env.E_INVOICE_API_KEY}`,
    'Content-Type': 'application/json'
  }
});

async function createAndSendCreditNote() {
  const creditNoteData = {
    document_type: 'CREDIT_NOTE',
    invoice_id: 'CN-2024-001',
    invoice_date: '2024-10-24',
    currency: 'EUR',
    purchase_order: 'INV-2024-001',
    note: 'Full refund - goods returned',
    vendor_name: 'Your Company BVBA',
    vendor_tax_id: '0208:0123456789',
    vendor_address: 'Main Street 123, 1000 Brussels, Belgium',
    customer_name: 'Customer Company NV',
    customer_tax_id: '0208:0987654321',
    customer_address: 'Customer Lane 456, 2000 Antwerp, Belgium',
    items: [
      {
        description: 'Product A - Returned',
        quantity: 10,
        unit: 'C62',
        unit_price: 100.00,
        tax_rate: '21.00'
      }
    ]
  };

  try {
    // 1. Validate JSON
    console.log('Validating credit note...');
    const validation = await api.post('/api/validate/json', creditNoteData);

    if (!validation.data.valid) {
      console.error('Validation failed:', validation.data.errors);
      return;
    }

    console.log('✓ Credit note JSON is valid');

    // 2. Create credit note
    console.log('Creating credit note...');
    const creditNote = await api.post('/api/documents/', creditNoteData);
    console.log('✓ Credit note created:', creditNote.data.id);

    // 3. Send via Peppol
    console.log('Sending credit note...');
    const result = await api.post(`/api/documents/${creditNote.data.id}/send`);
    console.log('✓ Credit note sent:', result.data.state);

  } catch (error) {
    console.error('Error:', error.response?.data || error.message);
  }
}

createAndSendCreditNote();

Best Practices

Always Reference the Original Invoice

Use the purchase_order field to link to the original invoice:

{
  "purchase_order": "INV-2024-001"
}

This maintains a clear audit trail and helps customers match credits to invoices.

Include Clear Descriptions

Use the note field to explain why the credit note is being issued:

{
  "note": "Full refund - goods returned damaged"
}

Also use descriptive line item descriptions:

{
  "description": "Product A - Returned (damaged in transit)"
}

Match the Original Invoice Structure

If crediting specific line items from the original invoice, use the same descriptions for consistency:

// Original invoice line item
{
  "description": "Professional Services",
  "unit_price": 100.00
}

// Credit note line item (same structure)
{
  "description": "Professional Services - Credit",
  "unit_price": 100.00
}

Validate Tax Rates

Ensure tax rates on the credit note match the original invoice, even if tax rates have changed since then. The credit note should use the rates from the original transaction date.

Check for Negative Amounts

Credit note amounts should be positive values, not negative. The system interprets the entire credit note as a reduction:❌ Wrong:

{
  "unit_price": -100.00  // Don't use negative
}

✓ Correct:

{
  "unit_price": 100.00  // Use positive amounts
}

Document State Tracking

Track credit notes the same way as invoices:

DRAFT - Created but not sent
TRANSIT - Being transmitted
SENT - Successfully delivered
FAILED - Transmission failed
RECEIVED - Received from another party

Documents in TRANSIT use automatic retry with exponential backoff over 24 hours before transitioning to FAILED.If a document reaches FAILED state, you can retry by calling POST /api/documents/{document_id}/send again.Use webhooks to monitor delivery status.

Common Use Cases

1. Full Invoice Cancellation

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-007",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Invoice cancelled - issued in error",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    // Include all line items from original invoice with same quantities
  ]
}

2. Product Returns

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-008",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Product return - not as described",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Product A - Returned",
      "quantity": 3,
      "unit": "C62",
      "unit_price": 100.00,
      "tax_rate": "21.00"
    }
  ]
}

3. Price Adjustments

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-009",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Price adjustment - volume discount applied retroactively",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Volume discount adjustment",
      "quantity": 10,
      "unit": "C62",
      "unit_price": 5.00,
      "tax_rate": "21.00"
    }
  ]
}

4. Service Cancellation

{
  "document_type": "CREDIT_NOTE",
  "invoice_id": "CN-2024-010",
  "invoice_date": "2024-10-24",
  "currency": "EUR",
  "purchase_order": "INV-2024-001",
  "note": "Service cancellation - pro-rata refund",
  "vendor_name": "Your Company BVBA",
  "vendor_tax_id": "0208:0123456789",
  "vendor_address": "Main Street 123, 1000 Brussels, Belgium",
  "customer_name": "Customer Company NV",
  "customer_tax_id": "0208:0987654321",
  "customer_address": "Customer Lane 456, 2000 Antwerp, Belgium",
  "items": [
    {
      "description": "Consulting services - unused portion",
      "quantity": 1,
      "unit": "DAY",
      "unit_price": 500.00,
      "tax_rate": "21.00"
    }
  ]
}

Troubleshooting

Credit Note Rejected

Error: purchase_order is required for credit notes Solution: Always include the purchase_order field with the original invoice number to create a clear audit trail.

Amount Mismatch Concerns

Question: “My credit note total is higher than the original invoice” Solution: This can be valid if you’re crediting the invoice amount plus adding a goodwill gesture or covering return shipping costs. Ensure your accounting system can handle this scenario.

Customer Didn’t Receive Credit Note

Check:

Verify the customer’s Peppol ID is correct
Check document state: GET /api/documents/{document_id}
Review transmission report: GET /api/documents/{document_id}/transmission-report
Check webhook notifications for delivery status

Next Steps

Advanced Invoicing

Learn about allowances and charges

Creating Invoices

Review invoice creation guide

Webhooks

Monitor credit note delivery

API Reference

Explore all endpoints

Getting started

Core guides

Alternative formats

Integration

Partners

Overview

Workflow

Basic Credit Note

Step 1: Validate the Credit Note

Key Differences from Invoices

Step 2: Create the Credit Note

Step 3: Send via Peppol

Partial Credit Notes

Price Correction Credit Notes

Credit Note with Multiple Line Items

Credit Notes with Allowances

Payment Terms

Complete Example

Best Practices

Common Use Cases

1. Full Invoice Cancellation

2. Product Returns

3. Price Adjustments

4. Service Cancellation

Troubleshooting

Credit Note Rejected

Amount Mismatch Concerns

Customer Didn’t Receive Credit Note

Next Steps

Advanced Invoicing

Creating Invoices

Webhooks

API Reference

Getting started

Core guides

Alternative formats

Integration

Partners

​Overview

​Workflow

​Basic Credit Note

​Step 1: Validate the Credit Note

​Key Differences from Invoices

​Step 2: Create the Credit Note

​Step 3: Send via Peppol

​Partial Credit Notes

​Price Correction Credit Notes

​Credit Note with Multiple Line Items

​Credit Notes with Allowances

​Payment Terms

​Complete Example

​Best Practices

​Common Use Cases

​1. Full Invoice Cancellation

​2. Product Returns

​3. Price Adjustments

​4. Service Cancellation

​Troubleshooting

​Credit Note Rejected

​Amount Mismatch Concerns

​Customer Didn’t Receive Credit Note

​Next Steps

Advanced Invoicing

Creating Invoices

Webhooks

API Reference

Overview

Workflow

Basic Credit Note

Step 1: Validate the Credit Note

Key Differences from Invoices

Step 2: Create the Credit Note

Step 3: Send via Peppol

Partial Credit Notes

Price Correction Credit Notes

Credit Note with Multiple Line Items

Credit Notes with Allowances

Payment Terms

Complete Example

Best Practices

Common Use Cases

1. Full Invoice Cancellation

2. Product Returns

3. Price Adjustments

4. Service Cancellation

Troubleshooting

Credit Note Rejected

Amount Mismatch Concerns

Customer Didn’t Receive Credit Note

Next Steps