PaperAgent / Document workflows
Keep credit notes from looking like another purchase.
A credit note can resemble an invoice while reversing part of a purchase. Give it a separate rule, check the amount sign and retain the original document when recording the adjustment.
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For business owners who receive supplier credit notes and maintain document amounts in Sheets.
Your setup
Start with one document.
01
Add a credit-note rule
Choose the credit_note document type, merchant match, category and selected amount role.
02
Check the proposed sign
Review the document evidence and correct the sign when the printed amount needs clarification.
03
Keep both document records
Verify the adjustment entry and retain the related invoice for later inspection.
In practice
Know what happens to your files.
Identify the adjustment before choosing its amount.
A familiar supplier may send invoices, receipts and credit notes with similar layouts. Confirm the extracted document type, number and selected amount role. Match a credit-note rule to the right type rather than assuming the invoice rule applies.
Keep the adjustment document available in its own folder route. It can use the same category as the original purchase when that matches your recording policy, but the category does not itself establish how the adjustment should affect totals.
Review a positive credit-note amount.
Some credit notes print the credited value as a positive number. PaperAgent sends positive credit-note signs to review. Check the evidence and confirm the intended sign before approving the proposed amount.
Do not substitute an invoice amount or copy a previous credit's value. Partial credits, shipping adjustments and mixed tax lines can have different totals. Each credit note needs its own supported amount.
Keep the original invoice and adjustment traceable.
Use a ledger when you want a document-level record alongside category totals. Retain both the original purchase and its credit note, with their document identifiers and Drive links. This makes later inspection easier than overwriting the original entry.
A credit note does not confirm that a cash refund reached your account. Foreign-currency recording still needs confirmed payment information where required. PaperAgent does not automatically reconcile the adjustment against a bank transaction.
Questions before you start
Why does a positive credit note need review?
A positive printed value may need a negative adjustment sign in your records. PaperAgent asks for confirmation rather than choosing that treatment silently.
Will a credit note overwrite the original invoice?
It is processed as a separate document. Retain the original invoice and review how your spreadsheet combines the recorded entries.
Does a credit note prove a refund was received?
No. It is adjustment evidence, not independent confirmation of a bank payment or refund.
Preview your own document workflow.
Choose one source folder. Check the proposed destination and recording choices before enabling daily processing.
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