TamilAccounting

Invoices To Debit Note

Invoices To Debit Note raises a supplier debit note against one or more existing purchase invoices. It pulls the original lines and prices across, so the credit is an exact mirror of what you were billed rather than a figure typed from scratch.

This screen is currently hidden from the Purchases menu. Raising a debit note against several invoices at once is complex, so the entry point has been withdrawn while it is worked on. Use Direct Debit Note for day-to-day supplier credits.

What it does

Rather than re-keying a return, you select the invoices being credited and the system carries their items, quantities, prices and tax across. That keeps the credit tied to the bill it reverses, which matters both for supplier disputes and for a clean audit trail.

Header field reference

Field	Required	Description
Supplier	Yes	Who the debit note is against. Selecting them loads their invoices available to credit.
Debit Note Date	Yes	The date the credit is recognised. Must fall in an open accounting period.
Reference	Yes	Your unique identifier for this document type.
Supplier's Reference	No	The supplier's own credit note number, where they have issued one.

Current Debit

The live balance with this supplier — positive means you owe them, negative means they owe you. Click it for their full transaction and payment history.

Tax Included (Toggle)

Setting	Effect
Yes	Prices are treated as including tax.
No	Tax is calculated and added on top of the price entered.

This should match how the original invoice was entered, so the reversal mirrors the cost exactly.

Barcode

Scan a product code to identify and add an item to the credit lines.

Line Items (Order Items)

Lines are drawn from the selected purchase invoices.

Column	Description
Item Description	The item carried over from the invoice.
Invoiced Quantity	What was billed on the original invoice.
Credit Quantity	The quantity to credit now. It cannot exceed what remains uncredited.
Price	The unit cost from the original invoice.
Line Total	The value being credited on the line.

GL Items

GL Items reverse non-inventory charges from the invoice — freight, fees, services — where there is no stock to return but the bill still needs reducing.

Quick Entry for GL Items

Go to Setup > Quick Entries, under the General Ledger section.
Create an entry with Entry Type set to Supplier Invoice/Debit.
It appears in the Quick Entry dropdown on this screen.
Select it and enter the amount to complete the account splits automatically.

Attachments

Attach the return authorisation, photographs of the goods, or the supplier's agreement to the credit.

Comments

Record the reason for the credit, which is what anyone reviewing the transaction reads first.

Action Buttons

Button	What it does
Update	Recalculates totals without committing.
Process Debit Note	Finalises the credit and posts the ledger entries.

What happens in the background

Account	Effect
Accounts Payable	Debited — reduces what you owe.
Inventory Account	Credited — where stock is being returned.
Input Tax	Credited — reverses the tax originally reclaimed.

As with any supplier credit, the debit note reduces the payable but settles nothing until it is matched to the invoice through Allocations.

Direct Debit Note — the route in current use
Supplier Debit Notes List — find debit notes
Supplier Debit Note View — read one in detail
Purchase Invoices List — the bills being credited
Allocations — apply the credit

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