ANTE User Manual

Credit and Debit Notes

A credit note lowers what a customer owes on an invoice you already sent (a price correction, returned or damaged goods, a discount given afterwards). A debit note raises it (an extra charge, an amount you under-billed). Each note is its own document — credit notes are numbered CN-, debit notes DN- — raised against one invoice and approved by someone other than the person who raised it.

Overview

A note goes through three stages: you raise it from the invoice, it waits for approval, and the approver approves or rejects it. A rejected note is final — raise a new one if needed.

Approved notes are not issued yet

Approving a note does not change the invoice balance or the books yet. Issuing a note (lowering or raising the invoice balance and posting the journal) comes once finance signs off how notes are booked. Until then an approved note shows Waiting for finance sign-off.

Raising a Note

  1. Open the invoice
    Go to Treasury → Receivables → Sales Invoices and open the invoice. Notes can be raised on an invoice that was sent, partly paid, paid or overdue — a draft invoice is edited instead.
  2. Click Credit note or Debit note
    The note form opens on that invoice. It shows the invoice total and, for a credit note, how much can still be credited.
  3. Choose the reason and add the lines
    Pick the reason (price change, return, damage, discount or other). Add the lines yourself, or click Copy invoice lines and adjust the quantities and prices. Each line uses the invoice's own VAT rules, so the note's VAT matches the invoice.
  4. Add a memo and submit
    The memo explains the note and is shown on the printed note. Click Submit for approval: the note gets its number and goes to its approver.
Tip

A credit note can't be more than what is still unpaid on the invoice. Other credit notes waiting for approval or approved on the same invoice count too, so two notes can't together credit more than the invoice. A fully paid invoice can't take a credit note yet — a credit after payment becomes a customer credit or refund, which comes with the finance sign-off. While a note is open, the invoice can't be edited, deleted or cancelled.

Approving a Note

The approval goes to the requester's direct supervisor by default, or to the flow your company chose (see below). The approver opens the approval task and approves or rejects it with a reason. Nobody can approve their own note. If the requester has nobody who could approve it, the note is refused when submitted — ask an administrator to set your supervisor or the note approval flow.

Where Notes Show Up

  • On the invoice, under Credit & debit notes, with each note's number, reason, total, status and requester.
  • In Documents (Credit Notes / Debit Notes), linked to the invoice they adjust. A note waiting for approval shows as pending approval; a rejected note shows as voided.
  • On the invoice's order, when the invoice belongs to one — including the order's History.

Printing a Note

Each note type comes with a default print layout (Credit Note (Default) and Debit Note (Default)) showing your company header, the note number and date, the customer, the invoice it adjusts, the reason, the lines with VAT, the memo, and prepared-by / approved-by lines. You can pick it from the print layouts and adjust it like any other design.

Choosing the Approval Flow

Go to Treasury → Settings → Credit / Debit Note Workflow. The default flow sends notes to the requester's direct supervisor. You can customize it in the process builder or pick one of your own active Treasury flows — it must start with one action step (completed automatically when the note is submitted) followed only by approval steps. Rejecting at any stage rejects the note.

See also Receivables Aging — notes don't change aging until they are issued.

How It Connects

Set up first

  • Approval workflows — notes use the same kind of approval flow; by default the requester’s direct supervisor approves.

Gets its data from

  • Sales Invoice — every note is raised from a sent invoice and adjusts it.

Feeds into

  • Sales Invoice — the invoice lists its notes; issuing them will change its balance once finance signs off.
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Sales Invoice
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Credit Notes