Credit notes occur if you receive a refund from a merchant to your company card. For example, say you bought a new laptop for work with your company card, and submit the expense to Perk. A few days later, you notice a defect, and return the laptop to the store, who reimburses your card for your purchase.
This is where credit notes come in. Credit notes are created for partial or full refunds of company card expenses. You can identify them as a red-highlighted, negative transaction in the Spend > Company cards menu in the web app, or in the Spend > My cards menu in the mobile app.
To properly handle a refund transaction, you’ll need to match the transaction to an expense. To start this off, select the transaction to open a new window.
Caution: You can only create and submit a credit note from the transaction detail view.
Scenario 1: Match a refund with an already matched expense
If you have received a refund in form of a transaction and you haven’t received a credit note document, you can match the refund with an already matched expense.
Click the Match button in the transaction detail view, make sure you selected the refund you want to match on the left-hand side of the Expense Matcher and then click Can’t find an expense?
You can see an overview of all transactions that have already been matched with an expense.
If you can’t spot the corresponding matched expense, remove the date filter and change the expense status to all. After a few seconds, you should be able to see your corresponding expense if you haven’t already.
Next, select the corresponding matched expense by clicking Match. This opens up a credit note expense that you can match against the refund. You get a confirmation message if the match was successful. To verify your match, click Matched. Here, you see the match you’ve just performed.
After you’ve clicked Match, Perk automatically generates a credit note for the refund based on the information included in the matched expense and in the refund. To display the automatically created credit note, click on the refund and press Preview.
Scenario 2: Manually create a credit note to match it with a refund
Apart from matching a refund with an already matched expense, you can also create a credit note manually, if your company settings allow it. This option is useful if you have received a credit note document as you can then attach it to the manually created credit note.
To manually create a credit note, go to Spend > My tasks > Card transactions, find the refund transaction, click on it and press Add manual credit note.
You can create a credit note, filling out the relevant fields. If you have received a credit note document, you can also attach it to this credit note report in Perk. Once you’re done with your adaptations, click Submit.
To verify your match and view the manually created credit note, find the refund transaction, click on it and press the Preview button.