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Blanket Agreements, Call-off Orders and Debit/Credit Notes — A Guide from Scratch

You agree with a large customer: "this year I will buy 10,000 units of this product at this unit price"; the customer does not take the goods at once but calls them off in parts. This window keeps that agreement: how much was committed, how much was called off, how much was shipped and how much is left; which invoice deviated from the agreed price and which debit or credit note must be issued for the difference.

1. What this window is for

The window is in the Sales / CRM and Purchasing tiles under the name Blanket Agreements. It has two tabs:

• Agreements — the list on the left, the agreement card on the right: remaining-commitment bars, the delivery schedule calendar, the call-off history and the agreement's notes.
• Notes — all debit and credit notes; the exchange-rate difference suggestion and manual notes (penalty, bonus) are opened here.

The same agreements also appear in the Agreements tab of the account card. While an agreement is active, order and invoice entry take the price from it (section 6).

2. The concepts you need

3. A new agreement: five steps

1. Party — name, account, direction (sales or purchase), period, currency, commitment type (quantity per line · total amount · no commitment), overrun policy, payment term, delivery, penalty and bonus terms.
2. Lines — stock or stock group, committed quantity, unit price, discount, VAT, tiers (“500:19; 1000:18”), minimum and maximum call-off. Quantities and prices are in the stock's base unit.
3. Price rule — fixed, exchange-rate indexed or percentage escalation (section 4).
4. Delivery schedule — enter rows by hand or split the commitment with Distribute evenly by number of parts and day interval. Optional.
5. Confirm — a summary; Save draft opens the agreement as a draft (without a number).

4. Price rules

5. Activation, approval and statuses

Activate gives the agreement a number from the document series (default format SZ2026000001; Settings › Document series) and switches on the price engine. If the value of the commitment exceeds the sales (or purchase) amount threshold in Management › Approvals and you are not a manager, the agreement goes to awaiting approval; once a manager approves, press Activate again.

• Draft — fully editable, no number, can be deleted.
• Active — price and lines are locked; only the end date, overrun policy, call-off limits and term texts change.
• Suspended — no call-offs, the price engine does not use it; to change a price or line, suspend the agreement, edit it and activate it again.
• Closed — kept as history; the number is never reused.

6. The agreement price in orders and invoices

When a sales order, quote or invoice is entered for an account with an active agreement, the price of the agreement's stock (or stock group) line comes with the highest priority — ahead of an account-specific price list. The strip under the line shows the Agreement price badge and the agreement number; Why this price? explains the tier, the exchange-rate index or the escalation. No campaign is applied to a line priced by an agreement. If you change the price by hand, the engine does not overwrite it.

7. Creating a call-off order

On the card of an active agreement press Create call-off order: pick the line, enter the quantity, optionally link it to a delivery schedule row and give the delivery date. The bar shows how much will be left after this call-off. Open call-off order opens a sales (or purchase) order with every check the normal order screen makes (permission, document series, stock); the price comes from the agreement. The schedule row becomes Called off.

• A quantity below the minimum call-off is rejected; above the maximum call-off it counts as an overrun.
• If the commitment is exceeded: warn — the order opens and the call-off shows an “Overrun” badge; manager approval — if you are not a manager an approval request is sent, resend the same call-off within 24 hours once approved; block — no order is opened.
• An order entered by hand in order entry, and an invoice without an order, are linked to the agreement automatically for account + stock lines with an active agreement and count as consumption.

8. How to read the remaining commitment

In the bar dark blue is the shipped (invoiced) quantity, light blue the open call-off (waiting on orders) and the empty part the remaining quantity; red text says the commitment has been exceeded. For a partially invoiced order only the invoiced part counts as shipped. The unshipped part of an order whose remainder was cancelled or which was deleted drops out of consumption. The figures are recalculated from invoices and orders every time; Refresh consumption also writes the result to the agreement.

9. Delivery schedule and alerts

Calendar rows are grouped by month. Statuses: Planned, Called off (a call-off order was opened), Shipped (the invoiced quantity of the linked call-off covered the row), Late (the date passed with no shipment), Cancelled. Late schedule rows and agreements ending within 30 days appear in Pulse's Attention list and in the Owner Dashboard attention box. Delivery Promise (ATP) can optionally count uncalled schedule quantities as expected demand (beklenenTalep=1).

10. Price-difference note

On the agreement card choose Notes › Price difference suggestion › Calculate price difference: invoices in the agreement period and your chosen range are compared line by line with the agreement price. On a sales agreement, if the customer was invoiced too little the difference becomes a debit note, if too much a credit note; the reverse on a purchase agreement. Return invoices reduce the difference in the opposite direction. An invoice line already included in a price-difference note is not suggested again. VAT is added on top of the difference at the line's VAT rate. Select the rows and press Create draft note.

11. Exchange-rate difference note

In the Notes tab use Exchange-rate difference suggestion: enter the foreign-currency invoice numbers and the payment date. The invoice's currency total is multiplied by the difference between the invoice rate and the payment-day rate (today TCMB selling rate, past dates the rate table — the same source as the exchange-rate difference in the company reports). In sales, a rising rate gives a debit note and a falling rate a credit note; the reverse in purchases. The difference is treated as VAT inclusive (VAT is extracted from it).

For amounts that are not calculated, such as a penalty, a bonus or a discount correction, use Manual note: account, direction, type, amount (excluding VAT) and VAT rate.

12. Issuing, cancelling and printing a note

• Issue note, after confirmation, gives a number from the document series (DK2026000001) and writes a debit or credit movement to the account through the existing account receipt path (the receipt's own number also appears on the note). If the movement cannot be written after the number was taken, the note stays a draft; Complete issuing continues with the same number.
• Cancel reverses the account movement; the number stays in the register as cancelled and is never reused.
• Print prints the note from the browser. The print designer also has a Debit/credit note type where you can design the company's own form.
• E-documents: HNR does not send the note to GİB/Coretax; on issue it records what is needed — in Türkiye a price or exchange-rate difference to a customer must be issued as an e-Invoice, in Indonesia as a faktur pengganti (a nota retur for a quantity difference).

13. Accounting entry

The account movement of an issued note becomes a journal entry in the Accounting window with the Agreement debit/credit note event (instead of the plain note's 649/659 rule, with base and VAT separated):

The accounts can be changed per company in Accounting › Rules.

14. Account card and phone

The Agreements tab of the account card shows the account's agreements and remaining-commitment bars; clicking opens the agreement window. On a phone (Garden / Step) the agreement card is a single column; Create call-off order takes three steps (line → quantity and delivery → confirm) and issuing a note is confirmed with two taps.

15. Who can do what

• View: the order, invoice or quote module.
• Write agreements and open call-offs: a manager, or orders + order permission in that direction (order out for sales, order in for purchases).
• Issue and cancel notes: a manager or the account receipt permission (cancelling also needs the account receipt delete permission).
• Every change leaves a trace (who, when, what).

16. Frequently asked questions

The agreement price did not come into the order. Is the agreement active, is the date within the agreement period, is the stock on the line an agreement line or in the line's stock group? If you changed the price by hand, the engine does not overwrite it.

The price-difference suggestion is empty. The invoices were issued exactly at the agreement price, or those lines are already in a price-difference note (the suggestion shows the “already in a note” count).

Can I delete a numbered note? No; it is cancelled. A number is never lost and never reused.

Related guides: Document Entry · Prices and Campaigns · Delivery Promise · Document Series · Accounting · Print Forms · Mobile.