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Invoicing Engine How to UseCredit and Debit Notes
How to UseCredit and Debit Notes
Credit and Debit Notes

Credit and Debit Notes

Last changed in 04/01/2023

The credit and debit notes are important legal documents on the invoicing process, because they inform that a specific value has been added to or removed from the customer account.

Note types

The credit/debit notes are used to correct issued invoices and are used in different contexts.

The credit notes are sent to a buyer to specify that a specific amount was credited on the account, due to one of the following situations:

  1. An amount over invoiced;
  2. The correct discount rate is not applied;
  3. The goods are damaged and are still in the warranty period;
  4. The goods do not comply with the buyer specifications and, therefore, are returned.

The debit notes have the purpose of informing a supplier that the quantity and value of the goods being returned, requesting the return of the corresponding value. It is frequently used to return goods in credit.

From this invoicing feature, it is possible to correct invoices issued in a different software. Please note that, in these cases, since the invoice has not been issued on the software, the payables and receivables regarding this customer will have a negative or positive value.

Before issuing any type of note, you must adjust the setups for the correct document issue.

Creating credit or debit notes

On Invoicing Engine, it is possible to create credit or debit notes to correct invoices issued on the system or in another management software. If the invoice has already been settled, before correcting it, you must cancel the receipt so that the invoice is in an open state.

By default, the Invoicing Engine has a document type called Automatically Settled Credit/Debit Note (NDA or NCA) that does not generate open items and automatically corrects the payables and receivables.

To create a credit or debit note, follow these steps:

Creating a credit or debit note

  1. Access Invoices and select the desired invoice;
  2. Click Correct Throughand select the desired option;
  3. On the field Reference, specify the original document you wish to correct;
    Note: In the case of credit/debit notes of the rappel type, you must specify the period of the note. For example, Rappel of 2020;
  4. Fill in the field Reason;
  5. Check the fields you wish to correct;
  6. Finally, click Save and Send.

Please note that a credit note of the Rappel type is a discount granted to the buyers that exceed a specific purchase amount.

Creating a credit or debit note from another software

  1. Access Credit and Debit Notes;
  2. Click Create;
  3. On the field Document Type, select the option NC (Credit Note) or ND (Debit Note);
  4. On the field Reference, specify the original document you wish to correct;
    Note: In the case of credit/debit notes of the rappel type, you must specify the period of the note. For example, Rappel of 2015;
  5. Fill in the remaining mandatory fields;
    Note: When filling in the field Customer, the information associated to the selected customer will be automatically imported;
  6. In the area Products and Services, add an item the note refers to and fill in the corresponding information;
    Note: You can add more items (if applicable);
  7. Finally, click Save and Send.

You can cancel a credit/debit note issued to automatically mark the document as cancelled. For that, you must access Credit and Debit Notes, select the desired credit/debit note and click Delete.

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