Wholesale & Commercial DistributionOptional Module

Sales Credit Notes

1. Overview & Purpose

What are Sales Credit Notes?

Sales Credit Notes reduces Accounts Receivable trade debts owed by corporate customers. It provides financial settlements for approved sales returns, billing price corrections, volume rebates, and damaged goods allowances.

Menu Location:Sales > Credit Notes

2. When to Use Sales Credit Notes

Financial Settlement of Accepted Customer Returns

Merchandise returned by a corporate client is verified and accepted at the warehouse; finance must reduce the customer open invoice debt.

Recommended Action:Issue a Sales Credit Note linked directly to the parent Sales Invoice; the system applies the credit to deduct the open Accounts Receivable balance.

Billing Price Overcharge Correction (Without Physical Return)

A corporate buyer was erroneously invoiced at list price (Rp 150.000/unit) instead of negotiated contract tier price (Rp 135.000/unit) across 200 units.

Recommended Action:Issue a pure financial Credit Note for the differential variance of Rp 3.000.000 + VAT without moving or creating fictitious physical stock transactions.

Quarterly Volume Rebate & Co-Op Marketing Allowances

A wholesale distributor achieves their quarterly purchasing target of Rp 200.000.000, qualifying for an agreed 3% performance rebate.

Recommended Action:Create a Credit Note categorized as Volume Rebate to provide a Rp 6.000.000 deduction applicable against upcoming wholesale invoice payments.

e-Faktur Output Tax Revision & Credit Limit Restoration

Ensuring output value-added tax is legally credited on corporate tax returns and customer credit limit availability is restored immediately upon posting.

Recommended Action:Click Submit & Post on the credit note; the ERP posts double-entry journal entries (Debiting Sales Returns and Output VAT, Crediting AR) and restores customer credit ceiling.

Overdue Dispute Resolution & Commercial Goodwill Allowance

Resolving long-standing invoice dispute with a key client by granting a one-time settlement credit note to close overdue aging buckets.

Recommended Action:Issue a Credit Note categorized under Goodwill Allowance with executive approval, bringing the customer account back into good standing.

3. Data Dictionary & Fields

Schema structure for the sales_credit_notes trade receivable adjustment table:

Field / Column	Input Type	Requirement	Description & Operational Guide
creditNoteNumber	STRING(50)	Required	System-generated unique credit memo code (e.g. SCN-20260522-001).
salesInvoiceId	BIGINT (FK)	Required	Reference to open B2B invoice being credited or adjusted.
customerId	BIGINT (FK)	Required	Corporate client receiving trade receivable reduction.
branchId	BIGINT (FK)	Required	Operating branch holding the customer account relationship.
creditNoteDate	DATEONLY	Required	Official issuance date of the credit memorandum.
reason	STRING(255)	Required	Commercial justification (Return Settlement, Price Correction, Volume Rebate).
subtotalAmount	DECIMAL(18,6)	Required	Pre-tax credit amount deducted from the customer bill.
taxAmount	DECIMAL(18,6)	Required	Output value-added tax reduction credited for tax return filing.
grandTotal	DECIMAL(18,6)	Required	Total receivable reduction posted to Accounts Receivable.
status	ENUM	Required	State: DRAFT, SUBMITTED, POSTED, REVERSED, CANCELLED.

4. Interface Preview

Sales Credit Notes console displaying credit memos, allocated open invoices, tax adjustment totals, and ledger statuses.

inventories-web

Menu Location:Route: /admin/sales/credit-notes

Screen Preview: Sales Credit Notes Console Interface

Visual interface illustration and control layout for menu Route: /admin/sales/credit-notes

1Add Credit Note2Invoice Auto-linker3Credited Value & Tax4Post to Accounts Receivable

Sales Credit Notes ledger displaying credit memo codes, customer accounts, originating invoice links, and accounting posting status.

5. Issuing Sales Credit Notes

Open Credit Notes Console

Navigate to Sales > Credit Notes from sidebar navigation.

Select Open B2B Invoice

Click Add Credit Note and pick target invoice and customer.

Specify Credited Items or Value

Select returned line items or input direct monetary adjustment.

Input Justification Reason

Provide clear explanation of reason for credit note issuance.

Submit for Accounting Sign-Off

Click Submit to route credit memo for finance review and ledger posting.

6. Allocating to Open Invoices

Review Tax Adjustment

Ensure e-Faktur cancellation or replacement tax invoices are synchronized.

Post to Accounts Receivable

Click Post. The system generates general ledger entries reducing customer balance.

7. Posting & Reversal Controls

Tax Compliance Synchrony

Ensure any corresponding e-Faktur tax cancellations or replacement tax invoice entries are filed with tax authorities prior to finalizing credit note posting in closed fiscal periods.

Cancellation & Reversal Controls

Credit notes can be reversed by authorized finance directors if issued erroneously.

Reversals restore the open balance on the customer invoice immediately.

8. Cross-Module Impact

Target Subsystem	Relational & Transactional Effect
General Ledger Accounting	Debits Sales Returns / Revenue Adjustment and credits Accounts Receivable asset.
B2B Sales Invoices	Reduces outstanding unpaid balance on target invoice during payment allocation.
Customer Credit Limits	Frees up customer credit limit by the credited amount upon posting.

Operational Best Practices

Always mandate entry of the originating invoice number to prevent unallocated credit balance issues.
Issue credit notes in the same fiscal tax period as the return to ensure tax compliance.