Beginning September 2023, the Finance Team started sending credit note/credit memo separately from the invoice. The communication contains the below note (memo number and date are provided as an example):
We hope this email finds you well. We value your business and are committed to improving our processes to provide you with the best possible experience. As part of our ongoing efforts to enhance our services, we want to inform you of a change in our credit note issuance process.
Starting from this month, we will be implementing a new procedure for sending credit notes. Instead of including credit adjustments within the original invoice, we will now be issuing separate credit notes for your records. This change aims to streamline our billing process, making it easier for both parties to track credit adjustments accurately.
Here's how the new process will work:
Separate Credit Note Issuance: When a credit adjustment is applicable, you will receive a dedicated credit note with a unique invoice number. This credit note will specify the details of the adjustment, including the original invoice number, the reason for the credit, and the adjusted amount.
We understand that this change may require a slight adjustment to your current workflow. However, we believe that the increased clarity and accuracy resulting from separate credit note issuance will ultimately benefit both you and us.
If you have any questions, concerns, or need assistance with applying credit adjustments, do not hesitate to contact us
Attached is your credit memo #CM123456 for Aug 2023
Kindly update your records to ensure this credit memo is matched to the original invoices.
If you are not the correct person to receive this credit memo, please reply with the name of the correct contact.
Thank you for your understanding and continued support. We look forward to serving you even better with this improved credit note process.
Engine Yard Enterprises, LLC Accounts Receivable