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Overview

In BillSpree, Credit Notes and Debit Notes are created as Invoice Notes against an existing customer bill. They are not standalone documents with a separate credit balance pool. Each note:
  • Selects one or more bill line components (or manual invoice lines)
  • Specifies an amount per line (up to the original line amount)
  • Saves an InvoiceNote record with line detail in InvoiceNoteLine
  • Posts a ledger journal entry immediately (BookSpree)
  • Updates cumulative totals on the bill: creditNoteAmount and debitNoteAmount
Purchase invoices do not show the Create Note action in the UI.

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Credit Note vs Debit Note

Multiple notes can be created for the same bill. Amounts add up on the bill. There is no built-in void or reverse flow for posted invoice notes in the current release.

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How the bill total changes

On View Bill, the footer shows:
  • Net Total — original bill total
  • Total LP — late payment charges (if any)
  • Credit Note Amount — sum of all credit notes on this bill
  • Debit Note Amount — sum of all debit notes on this bill
  • Total — adjusted amount:
Billing and sales reports apply the same logic: credit notes reduce sale; debit notes increase sale (along with arrears and late fees).
Credit Note

Bill footer showing credit/debit note amounts and adjusted total

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Prerequisites

Before creating a note:
  1. Open a customer bill in Billing → View Bill.
  2. Bill status is typically POSTED, PARTIAL-PAID, or PAID.
  3. Each line must be account-backed:
    • Subscription bills: subscription accounts mapped to service components, plus component accounts in the Pricing Context definition
    • Single/manual invoices: bill unsettled account and line accounts must be configured
  4. Line amount must be greater than zero; note amount cannot exceed the line original amount.

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Create a credit or debit note

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Step 1 — Open the bill

Go to Billing, open the bill, and use View Bill.
View Bill

View Bill with Actions menu

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Step 2 — Open Create Note

Click Actions → Create Note. (Requires unrestricted billing access.)
Credit Note

Create Invoice Note modal

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Step 3 — Configure the note

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Step 4 — Submit

Click Create Note. On success:
  • A confirmation shows Invoice Note ID and Transaction Number
  • The bill footer refreshes with updated credit/debit amounts
  • The Invoice Notes section lists the new note

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Step 5 — Review invoice note history

Scroll to the Invoice Notes card on View Bill.
Cn History

Invoice Notes table on View Bill

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Credit note — when to use

Use a credit note when the customer should pay less than the invoice total:
  • Returned goods — credit product or charge lines partially or fully
  • Billing error (overcharge) — credit the excess on specific components
  • Post-invoice discount or goodwill — credit selected charge lines
Effect: creditNoteAmount increases → bill Total decreases → receivable balance is reduced after the journal posts.

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Debit note — when to use

Use a debit note when the customer should pay more than the invoice total:
  • Undercharged invoice — add the missing amount on specific components
  • Extra fees agreed after the original invoice
Effect: debitNoteAmount increases → bill Total increases.

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Troubleshooting