Invoices To Debit Note

The Invoice to Debit Note (Purchase Return) form is used to return items to a supplier after a Purchase Invoice has been finalized. This process reduces the amount you owe the vendor and adjusts your inventory levels accordingly. You can process a return for a single invoice by clicking the Debit This button from the Invoice List or View screen. To combine returns from multiple invoices into a single document, navigate to Purchases > Click New > Choose Supplier Debit Note.
 
Supplier
The vendor name is automatically pulled from the original invoice when debiting a specific bill. it is non-changeable
 
Debit Note Date
This is the date the return is being officially recorded in your system. it is changeable
 
Current Debit
The Current Debit field displays the real-time financial balance between your business and the selected supplier. This value indicates the net amount you currently owe the supplier or, in cases of overpayment or returns, the amount the supplier may owe you. A negative value indicates the amount the supplier owes you, while a positive value indicates the amount you owe the supplier. The amount is displayed as a clickable link; by clicking on it, the user can view a detailed history of all previous transactions, payments, and outstanding balances associated with that specific supplier.
 
Barcode
You can scan item barcodes to quickly identify and verify the items being returned from the original invoice. it is changeable
 
Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Purchase Order, GRN, or Purchase Invoice. This is our unique reference for every transaction. The system allows the user to customize the reference number format as per your business requirement. User can define and modify the serial pattern in: Setup -> Transaction Reference The reference value can also be edited and changed without affecting the format, giving the user flexibility while maintaining consistency in your numbering pattern.
 
Supplier's Reference
Enter the reference number provided by the supplier for the return or the credit note ID they issued. it is changeable
 
Tax Included (Toggle)
Determines if the return prices shown include tax or if tax should be calculated separately on the return amount. it is changeable
 
Line Items (Order Items)
This section lists the products from the invoice that you are returning:
  • Item Description: The name and code of the products being returned. it is non-changeable
  • Quantity: The number of units you are physically returning. You cannot return more than what was originally invoiced. it is changeable
  • Price: The unit price at which the items were originally purchased. it is changeable
  • Line Total: The final value to be deducted for that specific row. it is non-changeable
 
GL Items
The GL Items section is a specialized area used to record non-inventory expenses or services directly onto a purchase debit. Unlike the "Order Items" section, which tracks physical stock movement, GL Items are used for costs that do not have a physical quantity or warehouse location, such as professional fees, electricity bills, or maintenance services. This ensures that all costs associated with a purchase are captured in your financial records, even if they aren't physical products.
Quick Entry for GL Items
To speed up the process, you can use the Quick Entry dropdown located just above the GL table. This allows you to select a pre-defined expense category. Simply select the category, enter the Amount in the adjacent box, and click the Go button. The system will automatically populate the corresponding General Ledger account and amount into the table below.
Detailed Field Explanation
Within the GL Items table, you can manually define each expense row:
  • Account Name: Select the specific expense account from your Chart of Accounts. This tells the system exactly where to record this cost in your financial reports. If you need to add a new ledger account, click the + icon next to the dropdown.
  • Description: This text field allows you to provide specific details about the expense (e.g., "Monthly office internet for March"). This description will appear in your ledger reports for better audit tracking.
  • Tax Type: Choose the appropriate tax rate for the service. If the service is not taxable, select No Tax. The system will calculate the tax amount based on this selection and add it to the final debit total.
  • Price: Enter the net cost of the service or expense. Here the tax is applied.
  • Add Button: Once all details for the row are entered, click Add to finalize the entry and include it in the GL Items total.
  • Edit Icon: After adding a GL, if a user needs to change any information, they can click the Edit pencil icon at the end of the row.
    • Confirm Changes (Check mark Icon): Click this button to save your modifications, such as updated quantities or prices.
    • Cancel Changes (Cancel Icon): Click this button to discard any unsaved changes and revert the line to its previous state.
  • Remove Icon: To remove an item from the order, simply click the X (Delete) icon displayed at the end of the respective row.
 
Quick Entry for GL Items
The Quick Entry feature allows you to create templates for recurring transactions, significantly speeding up data entry for common expenses. You can access and manage these templates by navigating to: Setup -> Quick Entries (found under the General Ledger section). When creating a new Quick Entry, if you select Supplier Invoice/Debit as the Entry Type, that specific template will become available for selection in the Quick Entry dropdown menu on your Purchase Debit screen. 
This is particularly useful for standard monthly costs like utility bills or professional services. To use a pre-defined template on an debit: Simply select the category from the Quick Entry dropdown, enter the Amount, and click the Go button. The system will automatically populate the account, description, and tax settings based on your setup.

Attachments
Upload digital copies of return slips, courier receipts, or correspondence with the vendor regarding the return. it is changeable
 
Comments
Add notes explaining the reason for the return, such as "Damaged on arrival" or "Incorrect specification." it is changeable
 
Action Buttons
  • Process Debit Note: Finalizes the return, reduces your Accounts Payable, and updates stock levels.
  • Cancel: Discards the debit note entry.

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