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

 

Received Credit Notes are used to:

  • Adjust supplier invoice amounts (e.g., returns, overcharges)

  • Update supplier balances

  • Ensure accurate financial and aging reports

Accounting Entry

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

Where to Access Accounting

 

How to Create Credit 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 received / self invoice with remaining balance

  3. Click Receive Credit 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 Credit 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: Received Credit 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 Credit Note

  1. Review all details

  2. Click Submit

Step 4: Approve / Reject Received Credit Note

After saving, received 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 Credit Note

  1. Go to Accounting > Expenses > Received Credit Notes

  2. Click Edit next to the Pending received credit note

  3. Update required fields

  4. Click Submit

 

Accounting Impact (Edit)

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

⚠️ Note:

  • Only Pending received credit note can be edited

  • Approved received credit note are NOT editable

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

⚠️ Important Notes

  • Received Credit Note CANNOT be deleted

  • Only Pending received credit notes can be edited

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

  • Incorrect entries can only be rejected