Credit and Debit Notes for Issued Invoices

Correct an issued invoice without touching the original.

An issued invoice is never edited. You correct it down with a credit note or up with a debit note: a separate document that references the invoice and prints the reason.

The billing clerk drafts the note against the invoice, an approver approves or rejects it, and an issuer issues it, which is the moment the real number is stamped from the series the invoices use.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

The invoice you are correcting exists and has been issued, and you know the reason for the correction, because it prints on the note. Colleagues sit in the Approver and Issuer groups.

Documented sequence

From the draft note to the stamped number.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
Draft the note — Billing clerk
Open Credit Notes or Debit Notes, pick the corrected invoice so the customer fills itself, and enter the dates and the reason. Add correcting lines from products; net, VAT and total calculate themselves, with no discount on note lines.
02
Approve or reject — Approver
In the Inbox or on the note itself, the approver sees the corrected invoice, customer, reason and total. Approve moves the note to APPROVED; Reject cancels it.
03
Issue — Issuer
The issuer clicks Issue. The real number is stamped from the shared Sales Invoice series, the note becomes ISSUED, and Print renders the document.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

Sales InvoicingCredit and debit notes next to invoices and proformas: fields, line arithmetic, statuses and the shared number series.Void an issued invoiceThe right route when nothing has been paid and the invoice has to leave circulation entirely.Issue a sales invoiceThe approve, issue and send steps the corrected invoice went through in the first place.

Current scope

Settling a credit note against the invoice's open balance is still planned; today the note stands on its own and the invoice's Paid and Balance do not change.

A starting point, not a fixed package

Fit corrections to your approval rules.

Who approves and who issues follows the Approver and Issuer groups, and the notes reuse the sales invoice status names maintained in the settings. Extra approval levels or different fields on the notes can be scoped as a Custom adaptation.

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Decision-stage answers

Correct an invoice with a credit or debit note FAQs

When do I use a credit note and when a debit note?

A credit note reduces the invoice, for goods returned or a price corrected down. A debit note increases it when the customer was undercharged. The two flows mirror each other.

Why do the notes share the invoices' number series?

Following Bulgarian practice, invoices, credit notes and debit notes use one sequence. The number is taken from the Sales Invoice series only at issue; until then the note carries a temporary placeholder.

What happens when the approver rejects a note?

The note is cancelled (CANCELLED) and never reaches the issue step, so it takes no number from the series.

What if nothing was paid and the invoice was simply wrong?

Then a void, not a credit note, is the right correction: the invoice leaves circulation entirely and keeps its number.

Review the real workflow

Issue a test credit note against a real invoice in BusinessIntents.

Use a real record or transaction to compare the documented flow with the way your team works today.

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