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Hello community,

I could not find anything about this anywhere in documentation, so I am writing in hopes someone already solved this for themselves.

For context, I am organising an event for a non-profit in Belgium, and to comply with accounting rules here, I have to issue each registered participant with a VAT invoice. This I plan to solve with the invoicing functionality already available in Cvent.

BUT: every time someone cancels/changes their registration and receives a refund, I have to issue them with another document, called Credit Note, that cancels the previously issued VAT invoice. Both documents are essential for our books.

For example, participants registers, receives an invoice for 1000EUR, and then later cancells and is eligible for 50% refund - I have to issue them with a Credit Note for -500EUR. 

I am not sure how I can manage that via Cvent, or whether this will require manually creating credit notes for participants and sending them outside of Cvent.

many, many thanks for help!

PS: this has absolutely nothing to do with event credits function!

Hi Wiktor,

Cvent can generate VAT-compliant invoices for each participant and will correctly record any cancellations or refunds against those registrations. However, Cvent does not currently generate separate EU VAT-compliant credit notes/credit memos to attendees.

The recommended approach is:

• Use Cvent to issue the original VAT invoices and to record refunds/adjustments when registrations change.

• Use your own accounting system to generate the formal credit notes (for the refunded amounts) that reference the original Cvent invoice numbers and meet your local Belgian VAT requirements.

• Send those credit notes to participants from your accounting/finance system and retain both the original invoice and the credit note for your books.

Cvent will still provide you with all the necessary transaction data and reports so your finance team can reconcile invoices and refunds accurately.

Hope this helps!

Julianna

Hello community,

I could not find anything about this anywhere in documentation, so I am writing in hopes someone already solved this for themselves.

For context, I am organising an event for a non-profit in Belgium, and to comply with accounting rules here, I have to issue each registered participant with a VAT invoice. This I plan to solve with the invoicing functionality already available in Cvent.

BUT: every time someone cancels/changes their registration and receives a refund, I have to issue them with another document, called Credit Note, that cancels the previously issued VAT invoice. Both documents are essential for our books.

For example, participants registers, receives an invoice for 1000EUR, and then later cancells and is eligible for 50% refund - I have to issue them with a Credit Note for -500EUR. 

I am not sure how I can manage that via Cvent, or whether this will require manually creating credit notes for participants and sending them outside of Cvent.

many, many thanks for help!

PS: this has absolutely nothing to do with event credits function!