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
- Go to Accounting > Expenses > Received Invoices > Overall OR Accounting > Expenses > Self Invoices
Locate the approved invoice with remaining balance
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:
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 Received Debit Note
Review all details
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
Go to Accounting > Expenses > Received Debit Note
Click Edit next to the Pending received debit note
Update required fields
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