How to Create Past Debit Notes

Past Debit Notes in QNE Optimum are used to record increases to Accounts Receivable for adjustments such as additional charges or corrections prior to the cut-off date. When the Document Date is before the cut-off, the system classifies the transaction as a Past Debit Note, helping maintain AR balances in the customer ledger and GL Opening Balance for the intended accounting period.

Intended for accounting staff handling AR adjustments, this feature supports accurate reporting and reconciliation of customer balances.

Scenario

Your company needs to record adjustments or additional charges to customer balances as of the cut-off date. By entering each past debit note before the cut-off, the transaction contributes to the opening Accounts Receivable balances and supports reporting at the transaction level.

Prerequisites

• Customer master data must exist.

• Accounting period for the cut-off date must be defined.

• The user has permission to create Past Customer Debit Notes.

• Historical customer debit note schedules or migration documents are available for reference.

• Outstanding customer balances have been verified against previous accounting records.

Procedure 1: Recording a Past Customer Debit Note

1. Navigate to Customer > Past Customer Debit Notes, 

   1. Note: If the Quick Create Icon (the one inside the red box) is highlighted, clicking Past Customer Debit Notes will immediately redirect you to the new Past Customer Debit Notes transaction form. If the Quick Create Icon is not highlighted, you will be directed to the Past Customer Debit Notes Listing instead.

2. From there, select the New button to create a new Past Customer Debit Note transaction.

2. Select the customer and enter the historical debit note details, such as:

• ARDN # 

• Reference No.

• Description

• Doc. Date (Enter or verify the document date for the historical debit note.)

• Balance

• Tax Code

Note: If Tax/VAT details are entered for historical reference purposes, the VAT portion does not generate a separate posting to the VAT General Ledger account because only the outstanding receivable balance contributes to the Accounts Receivable opening balance.

3. Review the entered amounts carefully and save the transaction.

4. After all entries are completed, review the reflected opening Accounts Receivable balance in General Ledger > Opening Balances

5. Verify the recorded balances match the historical records.

Procedure 2: Validation of Recorded Past Customer Debit Note

1. After saving the transaction, verify that:

• The Past Customer Debit Note is saved successfully.

• The Past Customer Debit Note number is generated or displayed correctly.

• The transaction displays the correct outstanding customer debit note balance.

• Verify that the Past Customer Debit Note appears in the Past Customer Debit Notes List.

Procedure 3: Editing a Past Customer Debit Note

1. Go to Customer > Past Customer Debit Notes, then select the Doc # of the Past Customer Debit Note that you want to update.

2. Once opened, make the required changes, then click Save. 

Procedure 4: Deleting a Past Customer Debit Note

1. In the Past Customer Debit Notes List View, identify the document you wish to delete. Hover your cursor over the document and right-click on it. Then click Delete to remove the transaction.

2. Verify that the Past Customer Debit Note no longer appears in the Past Customer Debit Notes List.

3. Preferred Method: If the Past Customer Debit Note is no longer required, click Cancel instead. This preserves the transaction history while marking it as inactive.

Application (Use Cases)

Past Customer Debit Notes are used to:

• System Migration
  Transfer historical customer debit notes from a legacy accounting system.

• Opening Balance Setup
  Establish opening Accounts Receivable balances during system implementation.

• Customer Transaction History
  Maintain complete historical customer debit note records after migration.

• Historical Billing Adjustments
  Record additional charges and adjustments that remain outstanding before go-live.

• Accounts Receivable Reconciliation
  Support reconciliation activities during data migration.

• Financial Reporting Continuity
  Improve the accuracy of customer balances and receivable reporting.

System Scope: QNE Optimum