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Credit Note and Debit Note registers

Find, filter, print, share and export your credit notes and debit notes, and edit, duplicate, cancel or delete them.

The CN Register lists every credit note and the DN Register lists every debit note. Both work in much the same way.

Before you start

Make the notes first. See Create a credit note and Make a debit note.
The GST columns, the Total GST card and the RCM filter show only when GST registration is on in GST Configuration.

Open a register

Open Registers > CN Register for credit notes, or Registers > DN Register for debit notes.
The list shows the current financial year. The cards at the top show totals for the notes in the list.

Filter the credit note list

Type in Search CN no. or party… to find a note by its number or party name.
Set From Date and To Date, or click a quick range: Today, This Mo, Last Mo, This Qtr, This FY or Last FY.
Pick a Party. You can pick a customer, or a supplier who has a credit note.
Set Payment Status (Paid, Partial, Unpaid or Cancelled).
Set Invoice Mode to Item / Product or Accounting / Service.
Click the cross on a filter chip to remove that filter, or click Clear All.

The cards show Credit Notes, Taxable, Total GST, Grand Total and Outstanding. Outstanding is the amount not yet settled on notes that are not paid or cancelled.

Filter the debit note list

Set From Date and To Date.
Type part of a number in DN No.
Pick a Supplier, or leave All Suppliers.
Set RCM to RCM Only or Non-RCM Only if needed.
Click Clear All to remove the filters.

The cards show Debit Notes, Taxable, Total GST, Grand Total and RCM Total.

Work with a credit note

Use the icons in the Actions column. On a phone, tap the three-dot menu on the note.

Click the eye icon (View Credit Note) to open it.
Click the pencil icon (Edit Credit Note) to change it.
Click the copy icon (Duplicate (Alt+2 style)) to start a new note with the same details.
Click the printer icon (Print Credit Note (with barcodes)) to open the print copy in a new tab.
Click the WhatsApp icon to send a short message with the note number, date and amount.

An IRN or EWB chip on a row means an e-invoice or e-way bill was made for that note. Point at the chip to see the number.

Cancel a credit note

Click the cancel icon (Cancel Credit Note (creates reversal)), or choose Cancel Credit Note from the menu.
Read the box. Cancelling marks the note Cancelled and creates a reversal voucher (REV- and the note number) that undoes its accounting entries.
Click Confirm Cancel, or Keep Credit Note to go back.

A cancelled note stays in the register with the status Cancelled. Its stock entry is also reversed. A cancelled note cannot be edited, duplicated or cancelled again, but you can still view, print and share it.

Work with a debit note

Use the icons in the Actions column.

Click the pencil icon to edit the note.
Click the copy icon (Duplicate (Alt+2 style)) to start a new note with the same details.
Click the printer icon (Print Debit Note (with barcodes)) to open the print copy in a new tab.
Click the WhatsApp icon to send a short message about the note.

Delete a debit note

Click the bin icon (Delete Debit Note).
Check the DN No., supplier, date and Grand Total in the box.
Click Confirm Delete, or Keep Debit Note to go back.

The note leaves the register. Arthlekha posts a reversing entry for its accounts and removes its stock movement. This cannot be undone.

Export to Excel

Set the filters. Only the notes in the list are exported.
Click Export.
Choose Invoice-wise (Summary) for one row per note. For one row per item line, choose Item-wise (Inventory) in the CN Register or Item-wise (Detail) in the DN Register.

Common problems

A note from last year is missing — the dates cover only the current financial year. Change From Date and To Date.
Edit and cancel icons are missing on a credit note — the note is cancelled.
Credit Note not found or already cancelled — another user cancelled it. Click Refresh.
Debit Note not found or already cancelled — the note was already deleted. Click Refresh.
No line items found. — the notes in the list have no item lines to export item-wise.

More in Purchase

Record a purchase billEnter a supplier's bill for goods or services, with GST, reverse charge, TDS and charges, so stock and accounts update together.Purchase ordersRaise a purchase order to a supplier, print it, and convert it into a purchase bill when the goods arrive.Enter many purchase bills by scanning (Bulk OCR)Upload up to 20 supplier bills at once, let Arthlekha read them, check the details, skip duplicates and save them all as purchases.Purchase RegisterFind, filter and export your purchase bills, and edit, duplicate, copy to a sale, share or delete any of them.Make a debit noteRecord goods returned to a supplier, or raise an extra charge on a customer, with a debit note linked to the original invoice.