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
Go to Accounting > Revenues > Issued Invoice > Overall
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.
Enter Quantity (if applicable) – Adjust the number of units for the credit note.
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 Debit Note
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
Click Edit next to the Pending debit note
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