This guide explains how to create and manage Debit Notes in OfficeCentral Accounting Module.

Debit Notes are used to:

  • Increase supplier invoice amounts (e.g., additional charges, undercharged items)

  • Update supplier balances

  • Ensure accurate financial and aging reports

Accounting Entry

Transaction Debit (Dr) Credit (Cr) Remarks
Received Credit Note Expense / Inventory / Overhead Creditor Increase supplier invoice or record adjustments

Where to Access Accounting

 

How to Create Received Debit Note

There is only one method:

Method Description
Generate from Received / Self-billed Invoice Automatically links to an approved invoice with remaining balance for adjustment

Step 1: Access the Create Function

  1. Go to Accounting > Expenses > Received Invoices > Overall OR Accounting > Expenses > Self Invoices

  2. Locate the approved invoice with remaining balance

  3. Click Receive Debit Note in the action column

? System auto-fills invoice details for adjustment

Use the screenshot below to locate these buttons.

Generate from Received Invoices

Generate from Self-billed Invoices

Step 2: Enter Received Debit Note Information

The user only needs to:

  1. Select the Invoice – Choose the approved invoice with remaining balance that requires adjustment.

  2. Enter Quantity (if applicable) – Adjust the number of units for the credit note.

  3. Review Item Details – The system will display all items from the invoice, including:

Field Description
Subject By default: Debit Note
Item Name From invoice
Description From invoice
Quantity From invoice. Enter units to adjust
Unit Price From invoice
Discount Adjust if necessary
Tax Auto-calculated based on invoice
Amount Excl./Incl. Tax Auto-calculated

? Note: You do not need to manually enter prices, item codes, or tax information — the system copies them from the invoice for accuracy.

 

Auto Calculation

System will automatically calculate:

  • Amount Excl. Tax

  • Discount

  • Tax

  • Exempted Tax

  • Amount Incl. Tax

Step 3: Save Received Debit Note

  1. Review all details

  2. Click Submit

Step 4: Approve / Reject Received Debit Note

After saving, credit note must be approved to be valid.

? Go to: 5.0 How to Approve / Reject / Unapprove Transactions

⚠️ Important:

  • Only approved transactions will appear in accounting reports and customer aging

  • If not approved, system will assume not modification has been made

How to Edit Received Debit Note

  1. Go to Accounting > Expenses > Received Debit Note

  2. Click Edit next to the Pending received debit note

  3. Update required fields

  4. Click Submit

 

Accounting Impact (Edit)

Scenario Debit (Dr) Credit (Cr)
Edit Received Debit Note Expense / Inventory / Overhead (updated) Creditor (updated)

⚠️ Note:

  • Only Pending received debit note can be edited

  • Approved received debit notes are NOT editable

  • Edited values will NEED user to edit the double entry accordingly (bottom of the page)

⚠️ Important Notes

  • Received Debit Note CANNOT be deleted

  • Only Pending received debit notes can be edited

  • Only approved received debit notes appear in accounting reports and update supplier aging

  • Incorrect entries can only be rejected