Guide Categories
Debit Notes
Create and manage debit notes for additional charges to customers.
Overview
Debit notes are used to record additional charges to customers that weren't included in the original invoice. They increase the customer's accounts receivable balance and are typically used for additional services, penalties, or corrections that increase the amount owed.
Note
Debit notes increase the customer's accounts receivable balance and can be used for additional charges, penalties, or invoice corrections that increase the amount owed.
Creating a Debit Note
To create a new debit note:
- Navigate to the Debit Notes tab
- Click New Debit Note
- Select the customer for whom the debit note is being created
- Enter the debit note details including amount and description
- Optionally link to a related sales invoice
- Save the debit note
Key Information Fields
| Field | Description |
|---|---|
| Date | The issue date of the debit note |
| Reference | Reference number assigned to the debit note |
| Customer | The customer for whom the debit note was created |
| Sales Invoice | Reference to related sales invoice (optional) |
| Description | Additional details describing the debit note |
| Amount | Monetary value stated on the debit note |
Common Use Cases
- Additional services provided after the original invoice
- Late payment penalties or interest charges
- Corrections to invoices that undercharged the customer
- Additional shipping or handling charges
- Price adjustments due to changed specifications
- Restocking fees for returned items
Best Practices
- Clearly explain the reason for the additional charge
- Link debit notes to original invoices when applicable
- Notify customers before issuing debit notes when possible
- Keep supporting documentation for all debit notes
- Ensure proper authorization for debit note amounts
- Process debit notes promptly to maintain clear records
Pro Tip
Good customer communication about debit notes helps maintain positive relationships and reduces disputes.