1. CREATE DEBIT NOTE BY ADDING EACH ITEM MANUALLY

Step 1: Go to Operation > Shipment, select the shipment that needs a Debit Note → View.

Step 2: Open Billing & Costing → Billing → Add New.

Step 3: Fill in the required fields:

Recipient Type (who will receive the Debit Note)

• System default: Customer

• You may change to Provider or Custom if needed.

Select Lead/Client

• System auto-fills the customer from the Booking.

• You may change to another party from the list.

Select Invoicing Information

• Information shown on the Debit Note and Invoice.

? Note: To check whether all charge items from Pricing tab have been fully added → Open Add New again. If no charges appear, it means all charges have already been included.

Created Date: The date when the Debit Note is created.

Due Date: Payment deadline.

Currency: Currency used for payment.

Payment Method: Cash / Telegraphic Transfer.

Display one Currency: If the Debit Note contains charges with different currencies:

• Enabling this option will convert and display everything using the selected Currency.

Only show using currency exchange rate

• System normally shows all available exchange rates.

• Enabling this option will only show exchange rates related to the charges used on the Debit Note.

Charge Details

Case 1: Price already exists in the Pricing tab

The system automatically loads the estimated charges into the Debit Note. You can edit, add, or delete charges.

Case 2: No price exists in the Pricing tab

Click Custom to manually add charge items.

Number Decimals

• Default rounding: 2 decimal places

• Use (+) or (–) to increase or decrease decimal points.

Setting Exchange Rate for the Debit Note

• Change → manually change exchange rate.

• Use system exchange rate → use the default rate (configured in Setting > Library > Exchange rate).

Attached Files: Upload supporting documents if needed.

Note: Add internal or external notes.

Step 4: Click Save to complete creating the Debit Note.

2. CREATE DEBIT NOTE QUICKLY USING THE “DEBIT/CREDIT NOTE” BUTTON

Step 1: Go to Operation > Shipment, select the shipment → View.

Step 2: Open Billing & Costing → Combined DN/CD.

Step 3: Fill in the required fields:

• Recipient Type (default: Customer, can switch to Provider)

• Select Lead/Client (system auto-fills based on Pricing)

• Select Invoicing Information

• Created Date (Invoice Date)

• Due Date (auto-filled; if the client has Credit Terms, the system applies them automatically)

• Currency

• Payment Method

• Number Decimals

• Note (optional)

Step 4: Click Create to finish creating the Debit Note.

Debit Note Status Trackin

• Pending: Debit Note has not been converted into an Invoice
• Active: Debit Note has already been converted into an Invoice