Finance
Debit & credit notes
Adjust what a customer owes after an invoice has gone out, with a numbered debit note (they owe more) or credit note (they owe less).
An invoice, once raised, is not edited. When something changes afterwards (a late storage charge, a goodwill discount, an overpayment) you raise a note. A debit note adds to what the customer owes. A credit note reduces it. Each note is numbered in its own series, printable as a PDF, and can be tied to a load or stand on its own as a statement adjustment.
- Where
- Finance → Debit & credit notes (/notes)
- Who can open it
- Invoices · view. By default: Owner, General Manager, Finance Manager, Accounts Team, Sales Manager
- Who can raise a note
- Invoices · create
- Numbering
- Debit notes DN-1001, DN-1002 …; credit notes CN-1001, CN-1002 …
- Saves to
- DebitCreditNote, the load feed (when tied to a load) and the audit log
What you see
Figures
| Figure | Meaning |
|---|---|
| Debits | The sum of every debit note, shown with a plus sign: "they owe more" |
| Credits | The sum of every credit note, shown with a minus sign: "they owe less" |
| Net effect | Debits and credits together |
The list
Notes are listed newest first.
| Column | Meaning |
|---|---|
| Customer | The account the note belongs to. A blue Billed to the parent company badge shows when the note is billed to the customer's parent |
| Note | The note number, with the date and who raised it underneath |
| Effect | The signed amount: +$250.00 for a debit, −$250.00 for a credit, with "they owe more" or "they owe less" |
| Why | The reason, and the load ID when the note is tied to one |
| Print (or Reprint) builds the PDF; Download appears once one exists |
The sign carries the meaning, so amounts are not coloured. With no notes, the page shows "No notes".
Raise a note
Click New note
In the page header. It opens "Debit or credit note". It is disabled if your role cannot create invoices ("Your role does not allow raising notes.").Pick the customer and type
Choose the Customer and the Type: debit or credit.Enter the amount
The Amount must be more than zero.Tie it to a load (optional)
Pick a Load of that customer, or leave it empty for a statement-level adjustment.Choose who is billed
If the customer has a parent company, Bill to lets you pick the customer itself or The parent company.Say why and save
Write Why (up to 500 characters). The note takes the next number in its series.
What the server checks
| Message | Why |
|---|---|
| "Choose a customer from the list." | The customer no longer exists |
| "… has no parent company to bill." | You chose the parent but the customer has none |
| "That load is not one of …'s." | The load belongs to a different customer |
| "Someone else just took that note number. Try again." | Two notes were saved at the same moment |
When to use which
| Situation | Note |
|---|---|
| A charge came in after the invoice (storage, per diem, an extra stop) | Debit note |
| The demurrage report's Rebill refuses because the load is already invoiced | Debit note |
| A discount or a correction in the customer's favour | Credit note |
| The customer paid more than was open (Receivables refuses an overpayment) | Credit note |
What is recorded
- An audit entry
note.createwith the number, customer, type, amount, bill-to and load. - When tied to a load, a line on the load's feed, for example "Credit note CN-1004 · $120.00 · Rate dispute settled".
- Printing files the PDF in the Document center as a Debit Note or Credit Note.
Related
- Invoices
- Receivables
- Customers: parent companies
- Document types