Debit Memos

What are Debit Memos?

Debit memo, also referred to as debit note, is a formal document issued by a seller (or service provider) to a customer to increase the customer's outstanding balance. It essentially acts as a notification and a request for additional payment due from the buyer.

Examples when debit memos can be used:

• Debit memos can be used for price discrepancies. For example if a seller accidentally undercharges a customer due to an error in pricing, quantity, or calculation, a debit memo can be issued to rectify the mistake and request the additional amount owed.

• In cases where unforeseen circumstances lead to additional charges beyond the original invoice, a debit memo can be used to document and communicate these extra costs to the customer. This could be due to changes in service requirements, additional materials needed, or unexpected taxes or fees.

• If a customer returns some but not all of the items on an invoice, and the seller agrees to provide a partial credit, a debit memo might be used alongside a credit memo to reflect the remaining balance due.

Using debit memos simplifies the process of correcting transactions without issuing a new invoice. This transparency in financial transactions builds trust between buyers and sellers and ensures that accounts payable and receivable are accurately recorded.