Invoice Debited
Purpose
The Invoice Debited feature allows users to apply a Debit Note against outstanding Purchase Invoices belonging to the same vendor. This reduces the payable amount on the invoice and ensures that vendor credits are properly utilized and recorded.
A Debit Note can only be applied to invoices associated with the same vendor.
Create Invoice Debited
Purpose
Invoice Debited is used to apply all or part of a Debit Note balance to an eligible Purchase Invoice.
Apply Debit Note to Invoice
Step 1
Navigate to:
Purchase → Debit Notes
Step 2
Click the Debit Note Number hyperlink to open the Debit Note details.
Step 3
Click Apply to Invoice.
Step 4
Select the invoice and enter the amount to debit.
Step 5
Click Apply.
The Debit Note amount is applied to the selected invoice.
Workflow Rules
Vendor Validation
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A Debit Note can only be applied to invoices belonging to the same vendor.
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Invoices from other vendors are not eligible.
Debit Amount Validation
The Amount to Debit must be:
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Greater than zero.
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Less than or equal to the Remaining Debit amount available on the Debit Note.
If the entered amount exceeds the available balance, the system prevents the transaction.
Partial Application
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A Debit Note can be partially applied to an invoice.
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The remaining balance stays available for future invoice applications.
Full Application
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When the entire remaining Debit Note balance is applied, no further invoice debits can be created from that Debit Note.
View Invoices Debited
To view invoices that have received Debit Note adjustments:
Step 1
Open the Debit Note Details screen.
Step 2
Select the Invoices Debited tab.
The system displays all invoices that have been adjusted using the Debit Note.
Delete Invoice Debited
Purpose
Users can remove an applied invoice debit when corrections are required.
Delete
Step 1
Open the Debit Note Details screen.
Step 2
Select the Invoices Debited tab.
Step 3
Locate the invoice debit transaction.
Step 4
Click Delete.
Step 5
Confirm the deletion.
The debit adjustment is removed and the Debit Note balance is restored accordingly.
Workflow Rules
Balance Restoration
When an Invoice Debited record is deleted:
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The applied amount is returned to the Debit Note's remaining balance.
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The invoice balance is recalculated.
Audit Tracking
The system records invoice debit creation and deletion activities for auditing purposes.
Synchronization
Invoice Debited records are synchronized with:
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Debit Notes
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Purchase Invoices
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Vendors
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Accounts Payable
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Vendor Balances
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Financial Reports
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Audit Logs
Permissions
| Permission | Description |
|---|---|
| View | Allows users to view invoice debit transactions. |
| Create | Allows users to apply Debit Notes to invoices. |
| Delete | Allows users to remove invoice debit transactions. |
Important Notes
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Debit Notes can only be applied to invoices belonging to the same vendor.
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The debit amount cannot exceed the remaining available Debit Note balance.
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Partial and full invoice debit applications are supported.
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Deleting an invoice debit restores the Debit Note balance.
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Invoice debit transactions affect vendor balances and payable amounts.
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All invoice debit activities are recorded for reporting and audit purposes.