Debit Notes
Purpose
The Debit Notes feature is used to create and manage debit notes issued to vendors. Debit Notes are commonly used to record vendor charges, purchase adjustments, returns, corrections, shortages, damaged goods, pricing differences, or other financial adjustments related to procurement transactions.
Create
Create a New Debit Note
To create a Debit Note:
Step 1
Navigate to:
Purchase → Debit Notes
Step 2
Click New Debit Note.
Step 3
Complete the required information:
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Select the Vendor.
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Select the Discount Type.
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Enter the Debit Note Date.
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Select or enter items.
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Enter the Quantity (Qty).
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Enter the Rate.
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Add the item to the Debit Note.
Step 4
Click Save.
The Debit Note is created successfully.
Item Selection
Add Item
Select an item and add it to the Debit Note.
Remove Item
Remove an item from the Debit Note if it is no longer required.
Workflow Rules
Load Items by Vendor Enabled
When Load Items by Vendor is enabled:
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The item selection list displays only items assigned to the selected vendor.
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Vendor-item assignments are retrieved from Vendor-Items settings.
Load Items by Vendor Disabled
When Load Items by Vendor is disabled:
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All available items are displayed.
-
Vendor-item restrictions are ignored.
View
To view a Debit Note:
Step 1
Navigate to:
Purchase → Debit Notes
Step 2
Select the Debit Note.
Step 3
Click View.
The Debit Note Details screen displays:
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Vendor Information
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Debit Note Date
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Items
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Quantities
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Rates
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Discounts
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Total Amount
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Related Transactions
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Activity History
Edit
To modify an existing Debit Note:
Step 1
Navigate to:
Purchase → Debit Notes
Step 2
Select the Debit Note.
Step 3
Click Edit.
Step 4
Update the required information.
Step 5
Click Save.
The updated Debit Note is saved successfully.
Delete
Delete a Debit Note
Only Debit Notes that have not been:
-
Invoiced
-
Debited
-
Refunded
can be deleted.
Step 1
Navigate to:
Purchase → Debit Notes
Step 2
Click the Debit Note Number hyperlink.
Step 3
Click More.
Step 4
Select Delete.
Step 5
Confirm the deletion.
The Debit Note is permanently removed from the system.
Deletion Restrictions
A Debit Note cannot be deleted if:
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It has already been invoiced.
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It has already been debited.
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It has already been refunded.
This restriction protects financial integrity and prevents modification of completed transactions.
Field Descriptions
| Field | Description |
|---|---|
| Vendor | The supplier associated with the Debit Note. |
| Discount Type | Determines how discounts are applied to the Debit Note. |
| Debit Note Date | The date the Debit Note is issued. |
| Item | Product or service included in the Debit Note. |
| Quantity (Qty) | Quantity of the item being adjusted. |
| Rate | Unit value applied to the item. |
Status Behavior
| Status | Description |
|---|---|
| Draft | Debit Note has been created but not finalized. |
| Active | Debit Note is available for processing. |
| Invoiced | Debit Note has been linked to an invoice. |
| Refunded | Debit Note amount has been refunded. |
| Closed | Debit Note processing has been completed. |
Synchronization
Debit Note data is synchronized with:
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Vendors
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Vendor Items
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Purchase Orders
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Purchase Invoices
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Refund Transactions
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Accounting Records
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Reports
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Financial Analytics
Permissions
| Permission | Description |
|---|---|
| View | Allows users to view Debit Notes. |
| Create | Allows users to create Debit Notes. |
| Edit | Allows users to modify Debit Notes. |
| Delete | Allows users to delete eligible Debit Notes. |
Important Notes
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Debit Notes are used to record financial adjustments related to vendor transactions.
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Vendor-based item filtering depends on the Load Items by Vendor setting.
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Only eligible Debit Notes can be deleted.
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Debit Notes associated with invoices, debits, or refunds cannot be removed.
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Accurate Debit Note management helps maintain correct vendor balances and purchasing records.
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Changes to Debit Notes may impact related accounting and reporting information.