Documentation
Circulation Credit Notes
Operational Agent credit-adjustment workflow from Draft through Account/GL posting, Paid status and printing.
What a Credit Note means
A posted Credit Note gives an Agent an authorized financial credit and reduces the amount the Agent owes in the Circulation Account. It is not a Receipt and it is not a Debit Note.
Normal lifecycle
Create Draft -> review -> Confirm & Post -> Paid -> Print. Current approval workflow is disabled, so Request for Approval, Approve and Reject remain visible but disabled.
Create and field meanings
- Credit Note Number — system generated
- Credit Note Date — required financial date
- Amount — required and greater than zero
- Reason / Comments — recommended audit reason
- Agent — required and source-openable
- Reference Bill Number — optional and restricted to selected Agent
- Reference Bill Amount — read-only
- Credit Note Status — read-only
Reference Bill is traceability
The optional Reference Bill explains which Bill is relevant to the credit. Current Credit Note posting does not reduce the selected Bill payment_due; it credits the Agent Account instead.
Save
Save opens a confirmation. Confirm validates Agent, date, positive amount, same-Agent Bill reference and the Reference Bill Amount ceiling, then stores the Draft. Cancel makes no save.
Confirm & Post
On a saved Draft, choose the top-right three-dot Actions menu and select Confirm & Post. The posting is protected against duplicate/concurrent posting. Success creates the Agent Account CREDIT, posts the Circulation General Ledger journal and changes the Credit Note to Paid.
Optional Tally boundary
Optional Tally publication is scheduled after the local Credit Note posting commits. A later Tally integration failure does not roll back the locally Paid Credit Note.
Delete and correction
Delete is restricted to Draft/Rejected Credit Notes. Paid/Approved financial history cannot be physically deleted. The current function does not yet provide a dedicated exact Credit Note reversal action.
Batch Confirm/Post
Preview & Confirm/Post Draft Credit Notes can scope by Edition Center and optional District, Agent and dates. After Preview, documents are posted sequentially with one safe transaction per Credit Note, so partial success is possible.
Print Credit Notes
Individual Print Credit Note is available on Paid records. Batch Print can preview/filter by status and export one combined PDF, individual-PDF ZIP or District-wise ZIP.
Troubleshooting
- Wrong-Agent Bill: reselect Agent then select one of that Agent’s Bills.
- Amount exceeds Reference Bill: correct Amount or source Bill.
- Accounting period not open: correct the period and retry the same Draft.
- Account not found: correct the Agent Circulation Account.
- Batch partial failure: do not repost successful Paid rows; retry failed eligible Drafts only.
- Delete disabled: only Draft/Rejected can be deleted.
Related pages
Frequently asked questions
What does a Credit Note do?
It gives the Agent a financial credit by posting a CREDIT to the Agent Circulation Account and a corresponding General Ledger journal.
Does Reference Bill reduce that Bill balance?
No. In the current architecture it is traceability only; Credit Note posting reduces the Agent Account dues, not Bill payment_due.
What is the normal status flow?
Draft -> Confirm & Post -> Paid in the current approval-disabled configuration.
Can I delete a Paid Credit Note?
No. Paid financial history is protected.
What if the Credit Note is wrong after posting?
Retain the original and use the authorized compensating financial adjustment process. The current function does not yet provide a dedicated exact reversal action.
Why is Print disabled?
Individual Print Credit Note is available when the record is Paid.
Can batch posting partially succeed?
Yes. Each Credit Note posts in its own transaction and failures are reported separately.
Does a Tally error reverse the Credit Note?
No. Optional Tally publication occurs after the local posting commit.