# Credit Notes

### **Module Guide: Credit Note (Accounts Payable)**

#### **Module Location**

#### Accounts Payable > Credit Note > Credit Note

#### **Module Objective**

#### The **Credit Note** module within Accounts Payable is used to record Credit Note documents received from suppliers (vendors). In the context of payables, a Credit Note from a supplier serves to **increase the company's liability or debt**. It is typically used to record additional charges that were not included in the original purchase invoice or to correct an invoice that was under-billed.

### **1. Main View (Credit Note List)**

#### The main page of this module displays a list of all Credit Notes that have been received from vendors and recorded in the system.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ZaSimage.png)

#### **View Explanation & Filters**

#### This page is for viewing and managing all existing Credit Notes.

- #### **Filters**: You can search for a specific Credit Note by its document number (**No.**) or a date range (**Date From / Date To**).
- #### **Credit Note List**: The table below will display all documents that match the filters, with columns such as **Document Number**, **Account Name** (Vendor Name), **Total Amount**, **Status**, and **Approval**.

#### **Button Functions**

- #### **New**: The primary button to record a new Credit Note from a vendor.
- #### **Print**: To print the details of a selected Credit Note.
- #### **Void**: To cancel a Credit Note that has already been recorded.

### **2. Steps to Create a Credit Note**

#### **Step 1: Create a New Credit Note**

#### From the Main View, click the **New** button to open the **New Credit Notes** form.   
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/5aDimage.png)

#### **Step 2: Fill in Header Information**

#### On the form that appears, fill in the general information:

- #### **Vendor**: Select the name of the supplier (vendor) who sent the Credit Note (e.g., ABADI JAYA MAKMUR).   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/y6yimage.png)
- #### **Date**: Enter the document date (e.g., August 11, 2025).  
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/YPVimage.png)
- #### **Memo**: Provide a clear explanation for the reason for the Credit Note (e.g., "Additional shipping costs for invoice No. XXX").  
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/yTYimage.png)
- #### **Related document / File Upload**: You can link another document or upload a supporting evidence file.  
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wQkimage.png)

#### **Step 3: Save and Confirm**

#### After all data and the journal entry have been filled in correctly, use the buttons in the bottom-left section:

- #### **Save**: To save the Credit Note as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DA4image.png)
- #### **Confirm**: To finalize the document and send it into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/j7Dimage.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/NaLimage.png)

### **Tips & Important Notes**

- #### A Credit Note in the Accounts Payable module is used to **increase the amount of debt you owe to a vendor**. This is the opposite of a Debit Note (for purchase returns) in the same module.
- #### Ensure the journal entry in the detail table is correct before it is confirmed.
- #### A confirmed Credit Note will go to the **Credit Note Inbox** to be approved, after which it will increase the total payable to the vendor.