A step-by-step guide to operate business better with OCLite
ONLINE ONBOARDING
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Global Configuration
How Do I Change My Username, Email, or Password?
How Do I Manage Locations in OfficeCentral?
How to Add, Remove & Replace Users?
How to Manage Company’s Information?
How to Manage Public Holidays?
How to Register and Log In to OfficeCentral?
How to Set User Access in OfficeCentral? (Assign Roles)
How to Manage Company Bank Account?
What Should I Do If I Forgot My Password?
HRMS
1.1 HRMS Configurations – Manage Department
1.2 HRMS Configurations – Manage Designation
1.3 HRMS Configurations – Manage Job Classifications
1.4 HRMS Configurations – Manage Approvers
2.1 Staff Management – How to Add New Staff?
2.2 Staff Management – How to Edit Staff’s Information?
2.3 Staff Management – Resign, Deactivate, Suspend & Unassign
3.1.1 Leave Setup – Step 1: Define Leave Types
3.1.2 Leave Setup – Step 2: Leave Entitlement Defaults
3.1.3 Leave Setup – Step 3: Process Leave Entitlements
3.2.1How to Manage/Approve Leave Application for Staff (HR / Admin)
Payroll
Pricebook
CRM
Accounting
1.0 Accounting Configurations – Wizards
1.1 Accounting Configurations – Accounting Period
1.2 Accounting Configurations – Reference Number
2.0 Understanding Chart of Accounts
3.0 How to Create and Manage Customer (Debtor)
3.1 How to Create and Manage Invoice
3.2 How to Create and Manage Receipt (Receive Payment)
3.3 How to Create and Manage Credit Note
3.4 How to Create and Manage Debit Note
4.0 How to Create and Manage Supplier (Creditor)
4.1 How to Create and Manage Receive Invoice
4.2 How to Create and Manage Self-Billed Invoice
4.3 How to Create and Manage Payment (Issue Payment / Payment Voucher)
4.4 How to Create and Manage Received Credit Note
How to Create and Manage Debit Note
This guide explains how to create and manage Debit Notes in OfficeCentral Accounting Module.
Debit Notes are used to:
-
Increase invoice amounts (e.g., additional charges, undercharged items)
-
Update customer balances
-
Ensure accurate financial and aging reports
Accounting Entry
| Transaction | Debit (Dr) | Credit (Cr) | Remarks |
|---|---|---|---|
| Credit Note | Debtor | Revenue | Increase customer invoice or record adjustments |
Where to Access Accounting
How to Create Debit Note
There is only one method:
| Method | Description |
|---|---|
| Generate from Invoice | Automatically links to an approved invoice with remaining balance for adjustment |
Step 1: Access the Create Function
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Go to Accounting > Revenues > Issued Invoice > Overall
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Locate the approved invoice with remaining balance
-
Click Issue Debit Note in the action column
? System auto-fills invoice details for adjustment
Use the screenshot below to locate these buttons.
Step 2: Enter Debit Note Information
The user only needs to:
-
Select the Invoice – Choose the approved invoice with remaining balance that requires adjustment.
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Enter Quantity (if applicable) – Adjust the number of units for the credit note.
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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:
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Amount Excl. Tax
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Discount
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Tax
-
Exempted Tax
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Amount Incl. Tax
Step 3: Save Debit Note
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Review all details
-
Click Submit
Step 4: Approve / Reject 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 Debit Note
-
Go to Accounting > Revenues > Debit Note
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Click Edit next to the Pending debit note
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Update required fields
-
Click Submit
Accounting Impact (Edit)
| Scenario | Debit (Dr) | Credit (Cr) |
|---|---|---|
| Edit Debit Note | Debtor (updated) | Revenue (updated) |
⚠️ Note:
Only Pending debit note can be edited
Approved debit notes are NOT editable
Edited values will NEED user to edit the double entry accordingly (bottom of the page)
⚠️ Important Notes
-
Debit Note CANNOT be deleted
-
Only Pending debit notes can be edited
-
Only approved debit notes appear in accounting reports and update customer aging
-
Incorrect entries can only be rejected