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Creating Credit Notes in the Shore POS App

This article shows you how to create a credit note in the Shore POS app and manage invoices. This is especially useful in cases of exchanges, returns, or corrections to a checkout that has already been completed.

Creating a Credit Note

Step 1: Select the Invoice
  1. Open the Shore POS app and go to the Invoices menu.
  2. Select the invoice you want to create a credit note for.
  3. Tap Actions and select Create Credit Note.
Step 2: Select Products and Adjust Settings
  1. Use the plus and minus icons to select the products and adjust the quantity.
  2. You can adjust the following settings for the credit note:
  • Payment Method: The refund method defaults to cash. The amount is drawn from revenue and the cash register log. You can change the refund method by tapping it.

Please make sure to select the correct refund payment method, since cash is selected by default.

  1. Payment with Shore Pay:
    For the refund, also select Shore Pay. In this case, the refund is automatically issued to the original payment method.
  2. Note: Shore Pay payments can only be refunded in full; partial refunds are currently not possible.
  3. Selecting a specific card type instead of Shore Pay (e.g. Visa, Mastercard, or Girocard):
    In this case, the refund is not issued automatically. The selected payment method will also be listed separately in the daily closing report — don't be surprised if it appears there on its own. This option is suitable, for example, for correction invoices where no refund should be issued to the customer.
  4. Purchase on Invoice:
    Please select Bank Transfer as the refund method.
  • Restock: The products are added back to inventory. Restocking isn't necessary for services.
  • Send Receipt by Email: You can send the credit note by email.
  • Print Receipt: You can print the credit note via a connected receipt printer or an AirPrint printer.
 
Step 3: Create the Credit Note
  1. Double-check your settings.
  2. Tap Create Credit Note.

Note: The restocking isn't backdated — it always takes place on the day the credit note is created. Both documents are directly linked to each other. You can jump to the other document by clicking Linked Documents.

Attention: When using Shore Pay, payments can subsequently only be refunded in full via the POS Manager to the original payment method — not partially. This requires manual processing. More information on issuing refunds with Shore Pay is available in the separate article on that topic.

Options for Creating a Credit Note

The following options are available:

Option 1: Full credit note and reissue of the invoice

  1. The original invoice is credited in full.
  2. A new invoice is then created with the corrected or reduced amount.

Option 2: Partial credit note on the existing invoice

  1. A credit note is created for the returned product or service on the existing invoice.

Important Notes on Payment Method and Splitting

  1. A credit note cannot be split across multiple different payment methods.
  2. A credit note cannot automatically reproduce, on a 1:1 basis, the original combination of payment methods used on an invoice.
  3. The refund is always based on the full amount of the respective item or service — not proportionally by individual payment method.

For accounting reasons, the refund should generally be issued via the original payment method, so the transaction remains clearly traceable.

If only part of an invoice with multiple payment methods (e.g. a voucher and a card payment) was recorded incorrectly, the entire transaction usually doesn't need to be cancelled. Instead, the incorrect portion of the payment can be corrected specifically, while partial payments already recorded correctly — such as a voucher that has already been redeemed — remain unchanged.

Note: The exact procedure for such corrections can vary depending on tax requirements. If in doubt, check the final booking with your tax advisor.

Managing Invoices

Searching for Invoices

To find a specific invoice in the Invoices menu, you can use the search field to search by:

  1. Invoice/credit note number
  2. Customer name
  3. Product name
Viewing Invoice Details

When you click an entry, the invoice details are shown on the right-hand side. You'll see an overview of the following information:

  1. Items sold
  2. Prices and discounts applied
  3. Total amount and tax rates used
  4. Notes added
  5. Payment methods used
  6. Linked credit notes or invoice corrections
Actions

You can perform the following actions:

  1. Print invoices retroactively
  2. Send invoices by email

Handling Incorrect Invoices and Tax Rates

Tax authorities don't allow already-issued invoices to be deleted. Any changes should therefore always be coordinated with your tax advisor.

If an invoice is incorrect (e.g. due to a wrong tax rate), follow this procedure:

  1. Cancel the incorrect invoice by creating a credit note.
  2. Then create a new, corrected invoice.

Important: The newly created invoice will always carry the current creation date. The invoice date can't be changed afterward.

However, you do have the option to add an internal note to the invoice. This note also appears in reports and helps your tax advisor track what happened.

A useful internal note should include:

  1. The date of the original, incorrect invoice
  2. The invoice number of the original invoice
  3. The reason for reissuing it
  4. A note on the corrected tax rate or correct VAT

Correcting an Incorrectly Selected Payment Method at Checkout in the Shore POS

If the wrong payment method was accidentally selected at checkout, you can correct it as follows:

Step-by-step correction guide:

1. Create a credit note for the original invoice:

  1. Open the Shore POS app and go to the Invoices menu.
  2. Select the invoice where the wrong payment method was used.
  3. Create a credit note for this invoice to fully reverse the amount of the incorrect payment.
  4. Make sure the payment method on the credit note matches the incorrect payment.
  5. The credit note resets the register balance back to 0.

2. Create a new invoice with the correct payment method:

  1. Go to the Checkout area and create a new cart with the same items as on the original invoice.
  2. Make sure the correct payment method is used this time (e.g. cash, credit card, or Shore Pay) so the payment is processed correctly.
  3. Create the new invoice and complete the transaction.

3. Review and finish:

  1. Once the credit note has been created and the new invoice issued, the process is complete.
  2. The bookkeeping is now correct and reflects the right payment.

Important notes:

  1. Shore Pay refunds: If Shore Pay was used, the refund at checkout must be issued in full, since a partial refund isn't possible.

Correcting an Incorrectly Issued Credit Note in the Shore POS

If a credit note was created with the wrong payment method, you can fix this by reissuing the invoice and creating a new credit note with the correct payment method.

Create a new cart and generate an invoice with the same items:

  1. Open the checkout in the Shore POS app and create a new cart with the same items that were on the original invoice.
  2. Create the invoice, selecting the incorrect payment method (the one that was used on the original credit note).

Create a credit note on the original payment method

  1. Open the invoice you just created.
  2. Create a credit note, making sure to use the correct payment method that the refund was originally supposed to use.
  3. The balance is now back at 0, and the original payment is correctly reversed.