Credit and Debit Notes: Correcting a Bill Without Editing History
Why an issued invoice is never edited or deleted in QuantX Ops, and how a credit note hands billable value back to the work order so the work can be billed again correctly.
Somebody bills the wrong rate. It happens weekly. The tempting fix is to open the invoice and change the number — and that is the one thing a serious system must not let you do.
The original stands
A bill you have already sent is corrected by a second document that references it. That is what GST requires, and it is also simply what makes an account readable a year later: the original is still there, and you can see what happened to it and why.
| Document | Use it when | Effect |
|---|---|---|
| Credit note | You billed too much — a rate dispute, a duplicate, work the customer rejected | Reduces the sale, the tax and what they owe |
| Debit note | You billed too little — a rate revision agreed after the invoice went out | Increases all three |
A reason is mandatory
QuantX Ops will not accept a credit note without a stated reason. A credit with no explanation is a hole in the accounts that nobody can account for later, and the person who has to explain it is rarely the person who created it.
Crediting one line, not the whole bill
If an invoice has several lines and only one is disputed, you credit that line. Crediting the invoice as a whole spreads the credit across every line in proportion — right when you are cancelling the lot, wrong when you are arguing about one item, because it hands value back to lines nobody questioned.
What a credit gives back
Whatever you credit returns to the work order as billable value. Work billed wrongly can therefore be billed again correctly, without anybody editing history. The tax follows the invoice's own effective rate automatically, so a part credit carries its proportional share rather than a figure somebody retypes.
Related: Proforma invoices.
References
- E-Invoicing Rules in India: guidelines and turnover thresholds — Tally Solutions