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Applied Debit & Payment Record

Purchase Invoice Payments and Applied Debits

Purpose

The Purchase Invoice Details screen allows users to apply vendor Debit Notes to reduce invoice balances and record payments against Purchase Invoices. These features help organizations manage vendor credits, outstanding balances, and payment processing efficiently.

Applied Debits

Purpose

Applied Debits are used to reduce the payable amount of a Purchase Invoice by applying available Debit Notes belonging to the same vendor.

Only Debit Notes with Open status are available for application.

Apply Debit

Step 1

Open an invoice with one of the following statuses:

  • Unpaid

  • Partially Paid

Step 2

Click Apply Debits.

Step 3

Review the available debit balance.

Debit Available represents:

  • The total remaining balance from all open Debit Notes belonging to the invoice vendor.

  • The amount available for reducing the invoice balance.

Step 4

Enter the Amount to Debit.

Step 5

Click Apply.

The selected debit amount is applied to the invoice and reduces the outstanding balance.

Workflow Rules

Vendor Validation

  • Only Debit Notes belonging to the invoice vendor are displayed.

  • Debit Notes belonging to other vendors are not available.

Debit Note Status Validation

Only Debit Notes with:

Open Status

can be applied.

Available Balance Validation

The debit amount entered cannot exceed:

  • The available Debit Note balance.

  • The invoice outstanding balance.

Partial Application

  • Debit Notes can be applied partially.

  • Remaining debit balances remain available for future use.

Delete Applied Debit

Step 1

Open the invoice details.

Step 2

Select the Applied Debits tab.

Step 3

Locate the applied debit transaction.

Step 4

Click Delete.

Step 5

Confirm the deletion.

Result

  • The applied debit is removed.

  • The invoice balance is recalculated.

  • The Debit Note balance is restored.

Payment Records

Purpose

The Payment Records feature is used to record payments against Purchase Invoices.

Both full and partial payments are supported.

Create Payment

Step 1

Open an invoice with one of the following statuses:

  • Unpaid

  • Partially Paid

Step 2

Click Payment.

Step 3

Complete the required information:

  1. Enter the Amount.

  2. Enter the Payment Date.

  3. Select the Payment Mode.

Step 4

Click Save.

The payment transaction is created.

Step 5

If a Payment Request approval workflow exists, submit the payment for approval according to the configured approval process.

Workflow Rules

Partial Payments

  • Users may record partial payments.

  • The invoice status changes to Partially Paid when only a portion of the invoice amount has been paid.

Full Payments

  • When the total paid amount equals the invoice balance, the invoice status changes to Paid.

Payment Approval

If a Payment Request approval workflow is configured:

  • Payment transactions require approval before completion.

  • Approvers receive notifications according to the approval workflow.

Delete Payment Record

Step 1

Open the invoice details.

Step 2

Select the Payment Records tab.

Step 3

Locate the payment transaction.

Step 4

Click Delete.

Step 5

Confirm the deletion.

Result

  • The payment record is removed.

  • The invoice balance is recalculated.

  • The invoice payment status is updated accordingly.

Status Behavior

Invoice Statuses

Status Description
Unpaid No payments have been applied.
Partially Paid Partial payment has been received.
Paid Invoice balance has been fully settled.

Debit Note Statuses

Status Description
Open Available for invoice debit application.
Void Cannot be applied to invoices.
Closed No longer available for processing.

Synchronization

Applied Debit and Payment data are synchronized with:

  • Purchase Invoices

  • Debit Notes

  • Vendors

  • Payment Requests

  • Accounts Payable

  • Accounting

  • Financial Reports

  • Vendor Balances

  • Audit Logs

Permissions

Permission Description
View Allows users to view invoices, payments, and applied debits.
Apply Debit Allows users to apply Debit Notes to invoices.
Delete Applied Debit Allows users to remove invoice debit transactions.
Create Payment Allows users to record invoice payments.
Delete Payment Allows users to remove payment records.
Approve Payment Allows users to approve payment requests when approval workflows are enabled.

Important Notes

  • Applied Debits reduce the payable amount of an invoice.

  • Only Open Debit Notes belonging to the same vendor can be applied.

  • Debit Available is calculated from the remaining balance of all open Debit Notes for the vendor.

  • Removing an applied debit restores the Debit Note balance automatically.

  • Both partial and full invoice payments are supported.

  • Payment transactions may require approval depending on the configured Payment Request workflow.

  • Deleting a payment recalculates the invoice balance and payment status automatically.

  • All payment and debit activities are recorded for audit and financial reporting purposes.

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