1. Create Each Credit Note Individually via "+Add New"

Step 1: Go to Operation → Shipment → Select shipment → View

Step 2: Go to Billing & Costing → Costs → + Add New

Step 3: Enter the required information

• Recipient Type: Default recipient for Credit Notes is Provider

  Exchange Rate Settings for Credit Note

  • Click Change to modify the current exchange rate

  • Click Use currency system exchange rate to apply the system default rate
    (Configured in Setting → Library → Exchange Rate)

• Select Provider: Auto-filled based on the Provider linked from the Pricing tab created by Sales. You may change the Provider by selecting another one from the list.

• Select Invoicing Information: The information that will appear on the supplier’s Debit Note / Invoice.

Note: To check whether all Credit Notes linked from the Pricing tab have been created, open “Add New” again - if no charges appear, it means all required Credit Notes have already been created.

• Received Invoice #: Invoice number issued by the provider

• Currency

• Created Date: Credit Note creation date

• Due Date: Payment due date

• Payment Method: Cash / Telegraphic Transfer

Charge Details

• Case 1: Price already created in the Pricing tab: When creating a Credit Note, the system automatically pulls buying rates from the Pricing tab. You may add, edit, or delete charges.

• Case 2: No price exists in the Pricing tab: Click Custom to manually enter charges.

Number Decimals (rounding): The system defaults to 2 decimal places. Use (+) or (–) to increase or decrease the decimal accuracy.

Exchange Rate Settings for Credit Note:

• Click Change to modify the current exchange rate

• Click Use currency system exchange rate to apply the system default rate (Configured in Setting → Library → Exchange Rate)

• Attachments: Upload the supplier’s Debit Note / Invoice if available.

• Note: Add notes if needed.

Step 4: Click Save to complete the Credit Note creation.

Credit Note Status Explanation

Status helps track whether the Credit Note has been “Make Cost” or not:

• Pending: Credit Note has not been Make Cost

• Active: Credit Note has been Make Cost

2. Create Credit Notes Quickly Using the Debit/Credit Note Button

Step 1: Go to Operation → Shipment → Select shipment → View

Step 2: Go to Billing & Costing → Combined DN/CD

Step 3: Enter the required information

• Recipient Type: Default is Provider

• Select Provider: Auto-filled based on Pricing tab; can be changed

• Select Invoicing Information: Appears on supplier’s Debit Note / Invoice

• Created Date: Credit Note date (= invoice date)

• Due Date: Auto-populated based on created date or Provider’s configured Credit Period

• Currency

• Payment Method: Cash / Telegraphic Transfer

• Number Decimals: Adjust rounding

• Note: Add remarks if needed

Step 4: Click Create to complete the Credit Note.

Special Case: When the Provider is OPS

Scenario 1: No invoice issued to the company

• Select Provider: OPS staff name you need to track

• Select Invoicing Information: OPS staff information (appears on supplier’s DN/Invoice)

Example:

• Provider: Mr. A - OPS

• Invoicing Information: Mr. A - OPS

Scenario 2: Invoice issued to the company

• Select Provider: OPS staff name

• Select Invoicing Information: Supplier issuing the invoice to the company

Example:

• Provider: Mr. A – OPS

• Invoicing Information: COSCO SHIPPING LINES CO., LTD