1. CREATE INDIVIDUAL CREDIT NOTES USING THE +ADD NEW BUTTON

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

Step 2: Open Billing and Costing > Costs → click Add New.

Step 3: Fill in all required fields:

• Recipient Type: The system defaults the recipient of the Credit Note as Provider.

• Select Provider: The system automatically pulls the Provider linked from the Pricing tab. You may choose a different Provider from the list.

• Select Invoicing Information: This is the information that will appear on the Debit Note / Invoice sent by the provider.

Note: To check whether all Credit Notes linked from the Pricing tab have been created, simply open Add New again. If no charges appear, it means all required Credit Notes have been fully created.

• Received Invoice #: Invoice number issued by the provider

• Currency: Currency of payment

• Created Date: Date of creating the Credit Note

• Due Date: Payment due date

• Payment Method: Cash / Telegraphic Transfer

Charge Details:

Case 1: Pricing has already been set → The system will auto–populate buying prices from the Pricing tab. You may still add, edit, or remove charges.

Case 2: No pricing available → Click Custom to manually add charges.

Number Decimals (rounding): The system defaults to rounding 2 decimal places. Click (+) or (–) to adjust.

Exchange Rate Settings:

• Click Change to manually update the rate.

• Click Use currency system exchange rate to use the default rate configured in
  Settings > Library > Exchange Rate.

Attached Files: Upload supporting documents (provider’s Debit Note, invoice, etc.)

Note: Add internal notes if needed.

Step 4: Click Save to complete Credit Note creation.

Credit Note Status Explanation

• Pending: Credit Note has not been made into a cost (Make Cost not completed).

• Active: Credit Note has been made into a cost.

2. QUICK CREATION USING THE DEBIT/CREDIT NOTE BUTTON

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

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

Step 3: Fill in the required fields:

• Recipient Type: Defaults to Provider.

• Select Provider: The system auto-fills the Provider linked from Pricing. You may choose a different one.

• Select Invoicing Information: Details that will appear on the provider’s Debit Note / Invoice.

• Created Date: Date of Credit Note (= Invoice date).

• Due Date: The due date will follow the Created Date unless a Credit Period is set for that Provider.

• Currency: Payment currency.

• Payment Method: Cash / Telegraphic Transfer.

• Number Decimals: Adjust rounding.

• Note: Add optional comments.

Step 4: Click Create to generate the Credit Note.

Special Case: Tracking OPS (Operations Service Providers)

1. OPS does not issue an invoice to the company

Use when OPS is an internal/external handler but does not issue tax invoices.

• Select Provider: OPS handler name

• Select Invoicing Information: Same OPS name

Example:

• Provider: Mr. A – OPS

• Invoicing Information: Mr. A – OPS

2. OPS does issue an invoice to the company

Used when OPS is a pass-through party and the official invoice comes from another supplier.

• Select Provider: OPS handler name

• Select Invoicing Information: Name of the actual vendor issuing the invoice

Example:

• Provider: Mr. A – OPS

• Invoicing Information: COSCO SHIPPING LINES CO., LTD.