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. 

 

 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. 

 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). 

 

 

 Date : Enter the document date (e.g., August 11, 2025). 

 

 

 Memo : Provide a clear explanation for the reason for the Credit Note (e.g., "Additional shipping costs for invoice No. XXX"). 

 

 

 Related document / File Upload : You can link another document or upload a supporting evidence file. 

 

 

 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. 

 

 

 Confirm : To finalize the document and send it into the approval workflow.  

 

 

 

 Cancel : To cancel the entry. 

 

 

 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.