How to use a credit note
A credit note is an accounting document that’s issued to correct a previous invoice. They hold a credit that can be used toward a future or existing unpaid invoice. The credit note always includes an invoice reference number or an overview of reservation numbers.
In this article:
When is a credit note provided?
A credit note can be issued throughout the month for commission invoices and additional invoices if there’s a dispute about them.
We only issue credit notes under exceptional circumstances when there’s been an invoice dispute. That’s why it’s important you always make sure the status of your bookings are correct in the Extranet’s Reservations section. Learn more about how to avoid disputes here and find more info on types of invoices here.
To see if you’ve been issued a credit note, go to the Extranet’s Finances section, then Invoices. Any credit notes that have been issued will be on this page.
What to do when you receive a credit note
The situation varies depending on the credit notes’ value compared to the original invoice. Credit notes can’t be paid out while you’re in an active contract with us – except for Payments by Booking.com. If you use Payments by Booking.com, the credit note will be paid out in your weekly or monthly payment.
- Receiving a credit note for the same value of the invoice
If the note is for the same amount as your original invoice, we’ll automatically use it to clear the original. No action is required.
- Receiving a credit note while the original invoice is still outstanding
If the credit note is for a lower amount than your original invoice, we’ll automatically apply it to the original and you’ll need to pay the remaining amount. The total balance of the outstanding invoice will be visible on the Extranet’s Invoices page.
- Receiving a credit note when all invoices have been paid
The credit note will apply to the next invoice. On the Extranet’s Invoices page, an outstanding balance will be listed. This will be the difference between the invoice that needs to be paid minus the open credit note. For example, if the new invoice is for $2000 and the credit note is for $800, then the outstanding balance will be $1200.
Partners on automatic payments (e.g. direct debit, SEPA) won’t have to take any action. The credit note will apply automatically.
Partially applied credit notes
If you receive a credit note that’s been partially applied to an invoice but still has open credit, the situation will depend on whether you’re paying by bank transfer or credit card.
If you’re paying by bank transfer, the credit note will appear as “Paid” even if there’s still an amount open to be used. As a result, the outstanding balance won’t reflect the credit note and must be manually calculated before making the payment if you’re on a manual payment plan. If you make automatic payments (e.g. direct debit, SEPA), you don’t have to take any action. The credit note will apply automatically.
If you’re paying by credit card, the open amount of the credit note needs to be manually assigned by us. Contact us by following these steps:
- Log in to the Extranet
- Go to Inbox and click Booking.com messages
- Select Compose new message or click See contact options in the drop-down menu
- Select the topic Invoices & commission and Other as the subtopic
Commission, Invoices & Tax