The Rate Changed. The Goods Did Not Move.
A customer was billed at the old rate, a supplier billed you short, a rebate was agreed after delivery. Change bill amount raises or lowers a posted bill with a proper note, leaves the stock exactly where it is, and keeps the khata and the bill agreeing on what is now owed.
Credit and Debit Notes in E-Khata Cloud change what a posted bill is worth without touching stock. Open a saved sales invoice or supplier bill, choose Change bill amount, say whether the amount went up or down, and E-Khata makes the right note: a Sales Credit Note or Sales Debit Note for a customer, a Purchase Debit Note or Purchase Supplementary Bill for a supplier. The note posts against the original bill, so the party's balance and the bill's balance due both move, and the stock ledger does not.
Updated September 2026
Four notes, one question: did the amount go up or down
You never pick a document type from a list. Change bill amount asks one thing, whether the bill's amount went up or down, and makes the note that fits the side you are on. Each note has its own numbering series, so a credit note is never mistaken for an invoice in the books or in a file.
- Sales invoice, amount went down: Sales Credit Note (SCN).
- Sales invoice, amount went up: Sales Debit Note (SDN).
- Supplier bill, amount went down: Purchase Debit Note (PDN).
- Supplier bill, amount went up: Purchase Supplementary Bill (PSB).
One total, or the new rate line by line
Most changes are one figure: the bill went down by an agreed amount after a rate dispute. Enter it as One total and it is spread across the bill's priced lines. When the rate changed on particular items, switch to Per line, type the new rate beside the old one, and the difference on each line is worked out. Set the posting date, add a reason, choose whether tax applies, and the dialog shows the original bill, this note, the adjusted total, what has been paid and the new balance due before you save.
- One total (before tax), or Per line with old rate, new rate and difference.
- Apply tax on the note, or leave it off.
- A note that lowers a bill cannot be larger than what is left on it.
- Original, this note, adjusted, paid and balance due, all shown before saving.
Not a sales return: no goods come back
A sales return brings goods back into the warehouse and needs quantities. A value note changes only the money: the rate was wrong, the customer was billed short, a rebate was agreed after the sale. Use a return when goods come back and a note when they did not. On a supplier bill, E-Khata splits the difference the way an accountant would: the part on goods still in stock changes your stock value, and the part on goods already sold goes to cost of goods sold, so your profit reflects the price you really paid.
- No stock movement and no change to quantity on hand.
- Supplier notes adjust stock value for goods on the shelf and cost of goods sold for goods already sold.
- Sales Returns and Stock Returns remain the place for goods that physically come back.
The khata and the bill agree on the new amount
Every note posts against the bill it changes. The customer's or supplier's ledger shows the note, and the bill's own balance due moves with it, so the next payment settles the right figure. Open the original bill and a card shows its adjusted total with the original beside it, each note linked with its amount, what has been paid and the balance still due. Open the note and a banner names the bill it adjusts.
- Party ledger and bill balance due move together.
- The bill shows its adjusted total, the original, each note, paid and balance due.
- Every note links back to its bill, and the bill links to every note.
Lists that say what each row is
Notes are listed where their documents live: sales credit notes with Sales Returns, sales debit notes with Sales Invoices, and supplier notes with Stock Receipts and Stock Returns. A note row is named for what it is and carries a neutral chip, Added to or Taken off followed by the bill number, instead of a paid or refund badge. The original bill's row leads with its adjusted total, with the billed amount underneath.
- Rows named Credit Note, Debit Note or Supplementary Bill.
- An Added to or Taken off chip in place of Paid or Refund.
- List totals and filters stay on billed amounts, so a note is never counted twice.
Cancel from the row, and switch it on when you need it
Notes are not edited in place. If one was wrong, cancel it and make the right one: the delete icon on a note's row cancels it after a confirm that says exactly what happens to the bill, and the note stays in the list marked Cancelled. The feature is off until you turn on Change bill amount (credit and debit notes) in Settings, under Sales or under Accounts, which are the same switch. Turned off, the option disappears everywhere, while existing notes stay viewable and can still be cancelled.
- Start from the More menu on a saved invoice or supplier bill, the Accounts overview, or a party's ledger.
- Each direction needs the permission of the document it resembles, so staff who cannot make sales returns cannot make credit notes.
- Notes are not sent to FBR. If the bill was already filed, you confirm that before the note saves.
How a bill amount changes in E-Khata
- Open the billOn a saved sales invoice or supplier bill, open More and choose Change bill amount, or start from a party's ledger or the Accounts overview.
- Say what changedPick Amount went down or Amount went up, then enter one total or the new rate per line, with the date and a reason.
- Save the noteThe note posts against the bill. The khata, the balance due and the bill's adjusted total update together, and the stock stays where it is.
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