How do I include all credit notes in Chargebee Report Builder?

Issue: Credit notes created in one month but refunded in a later month are not appearing in the custom report.

Related Scenarios

• How to ensure all credit notes appear in Chargebee reports?
• Resolving discrepancies between Chargebee reports and NetSuite reconciliation.
• Including credit notes with 'Refund_due' status in financial reports.

Solution

When generating reports in Chargebee's Report Builder to check the last month created date Credit note, you might notice that some credit notes are missing, especially if they have a 'Refund_due' status. This can lead to discrepancies in financial reconciliations, such as with NetSuite. To ensure all credit notes are included, regardless of their refund status, follow these steps:

Example In this scenario, two credit notes were created in September but remained in 'Refund_due' status. They were refunded only in October (on the 1st and 4th, respectively).

If the custom report filters are configured to pull data for Applied Credits and Invoices, it will only include records with values in these fields; any credit notes with null values are excluded.

Because the two credit notes were only refunded in October (i.e) applied only in October not in September , they are not included in the applied credits dataset for September, which explains why they do not appear in the report.

Recommended Troubleshooting Steps

To validate and resolve the issue, rebuild the report using the following table structure:

1. Primary Tables:

• Credit Notes: Date, ID or number, Status, Currency Code, Total, Amount Available

• Invoice: ID or number

• Customers: Company, Country, Custom Fields

2. Optional Tables (for additional validation):

• Invoices: Credits Applied, Amount Due

• Applied Credits: Invoices, Currency

3. Validation

4. Run the report using only the Primary Tables to confirm that the base data is accurate.

5. Once verified, add the Optional Tables to check whether the expected credit notes appear as intended.

By following these steps, you can ensure that all credit notes are accurately reflected in your Chargebee reports, aiding in accurate financial reconciliation and reporting.