# Debit Notes

### **Module Guide: Debit Notes**

#### **Module Location**

#### Accounts Receivable > Debit Notes > Debit Notes

#### **Module Objective**

#### The **Debit Notes** module within Accounts Receivable is used to create and manage Debit Note documents issued to customers. A Debit Note is a formal document that serves to **increase the amount of a receivable or a bill** to a customer. It is typically used to correct an invoice that was **under-billed** or to add other charges that were not included in the original invoice.

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

#### The main page of this module displays a list of all Debit Notes that have been issued.

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

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

#### This page is the center for managing all existing Debit Notes.

- #### **Filters**: You can search for a specific Debit Note by its document number (**No.**) or a date range (**Date from / Date to**).
- #### **Debit Note List**: The table below will display all documents that match the filters. Its columns include **Document Number**, **Account Name** (Customer Name), **Total Amount**, **Status**, and **Approval**. The table currently shows "...No Record Found...".

#### **Button Functions**

- #### **New**: The primary button to create a new Debit Note.
- #### **Print**: To print a selected Debit Note to be sent to the customer.
- #### **Void**: To cancel a Debit Note that has already been issued (for example, due to an error).
- #### **Edit Credit Notes**: This button is likely misnamed in the system and should function as **"Edit Debit Notes"** or be used to modify an existing Debit Note draft.

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

#### The following is the complete workflow for creating a new Debit Note.

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

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

#### **Step 2: Fill in Debit Note Details**

#### Fill in all the relevant information on the form that appears.

- #### **Customer**: Select the customer to whom the Debit Note will be sent from the dropdown.  
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Qu0image.png)
- #### **Date**: Enter the document date; it will default to today's date (August 1, 2025). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/4Q0image.png)
- #### **Document Type**: Select the appropriate document type.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wkDimage.png)
- #### **Memo**: Provide a clear explanation for the reason the debit note is being issued (e.g., "Correction for under-billing on invoice XXX").   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Pjlimage.png)
- #### **Billing Details**: You will then enter the billing details and amount in the detail section (not fully shown), including the **Amount** value and tax information if any.

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

#### After all data is filled in, use the buttons in the bottom-left section:

- #### **Save**: To save the Debit Note as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/IxGimage.png)
- #### **Confirm**: To finalize and send the document to an approval workflow (if any). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/sN5image.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/BqFimage.png)

#### **Step 4: Print and Send**

#### After the Debit Note is saved or confirmed, return to the main page. Select the newly created Debit Note from the list, then click **Print** to print it and send it to the customer. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/bGQimage.png)

### **Tips & Important Notes**

- #### Debit Notes are used to **increase** a customer's receivable amount. To **decrease** a receivable (for example, due to a return), use the **Credit Note** module.
- #### Ensure you always provide a **clear description** in the **Memo** so the customer understands the reason for the additional charge.
- #### The **Void** button is used to cancel an incorrectly issued Debit Note. A voided document will not be deleted from the system but will be marked as "canceled".