What this article covers
How Datamolino detects credit notes
How to correct the document type if a credit note is misidentified
How credit note amounts are exported to Xero and QuickBooks
How mixed positive and negative line items are handled
What to do when a credit note export fails
How does Datamolino detect credit notes?
Datamolino detects credit notes automatically by analysing the document content and totals.
Detection happens when at least one of the following conditions is met:
The document title includes the text “credit note”
The document total is a negative amount
When either condition is found, Datamolino treats the document as a credit note and applies credit note export logic.
What should I do if Datamolino identifies a credit note as an invoice?
If Datamolino identifies a document as an invoice instead of a credit note, you can manually correct the document type.
To change the document type:
Open the document.
Select Credit note from the Document type drop-down.
Click Save.
How are negative credit note amounts exported to Xero or QuickBooks?
Negative totals captured from credit notes are converted to positive values during export to Xero and QuickBooks.
This conversion happens because both accounting systems require credit note totals to be positive. Datamolino adjusts the sign automatically while keeping the accounting result correct.
How are mixed negative and positive credit note line items exported to Xero or Quickbooks?
When a credit note contains a mix of positive and negative line items, Datamolino adjusts all item signs during export.
Each line item is converted to the opposite sign so that:
The final exported credit note total is positive
The overall financial result remains accurate
This ensures the export meets Xero and QuickBooks requirements without changing the meaning of the credit note.
Screenshot: Example mixed sign items for a credit note in Datamolino.
Screenshot: Example mixed sign items for a credit note exported into Xero. The signs are switched around to ensure a positive but still accurate total.
Screenshot: Example mixed sign items for a credit note exported into Quickbooks. The signs are switched around to ensure a positive but still accurate total.
What should I do if I receive the export error about a negative credit note total?
Screenshot: An export error: "Export failed: Captured Total - Credit note total must be positive for export. The current total would result in a negative value, which is not supported."
If you receive the error “Export failed: Captured Total – Credit note total must be positive for export”, Datamolino is unable to convert the captured values into a valid positive credit note total.
To resolve this:
Review each line item and confirm the positive and negative values match the original document. Save the changes, click on Dismiss the error message and Export.
If the items are correct, review if the document is actually a credit note and if not, change the Document type to Invoice using the Document type drop down in the document. Save the changes, click on Dismiss the error message and Export.
If the previous steps do not fix the issue, change the view to Export as: Invoice Total instead, apply the coding, Save the changes, click on Dismiss the error message and Export.
