Supplier Credit Note View

The Debit Note View allows you to manage and review credits issued by suppliers for returned goods or price adjustments. This document effectively reduces the amount you owe to a supplier. The view provides a comprehensive breakdown of the items returned, the impact on the General Ledger, and how the credit is allocated to outstanding invoices.
   
Reference Information
The header provides essential tracking details for the return:
  • Reference: The unique internal identifier for the debit note (e.g., 008/2026).
  • Date: The date the credit was officially recorded (e.g., 19/03/2026).
  • Created By: The user who recorded the transaction (e.g., Yokesh).
  • Created On: The system timestamp of the entry (e.g., 19/03/2026 11:21 PM).
  • Project / Workorder: Links the return to a specific project or manufacturing order for cost tracking.
  • Branch: The company branch or office initiating the return.
 
Supplier & Document Details
  • Supplier: The legal name of the vendor issuing the credit (e.g., Eran eager).
  • Supplier's Reference: The vendor’s credit note or return authorization number (e.g., DN-ERAN-01).
  • Location: The warehouse location from which the physical items were removed.
  • Choose File: Use this to attach digital copies of the supplier’s credit note or shipping documents.
  • Comment: Internal notes explaining the reason for the return (e.g., "Return of defective alpha numeric items").
 
Line Details (Returned Items)
This section lists the physical inventory being returned to the supplier:
  • Item Description: The product name and code (e.g., Alpha99 - alpha numeric).
  • Batch No & Exp Date: Tracking details for the specific stock units returned.
  • Quantity & Unit: The number of units being returned.
  • Price: The original purchase price per unit (e.g., 10.00).
  • Item Tax Type: The tax category applicable to the return.
  • Line Value: The total credit for that item line.
 
GL Line Items
GL Line Items are managed separately from physical inventory. These are used to record credits for services, fee adjustments, or price differences that do not involve stock movement:
  • Account Code: The specific General Ledger account being adjusted (e.g., 5437 - Travel Allowance).
  • Description: A memo explaining why this specific ledger account is being credited.
  • Price: The amount to be credited back to the chosen ledger account.
  • Tax Type: Tax adjustments associated with the service or fee credit.
 
General Ledger Tab
This tab tracks the accounting reversal triggered by the debit note:
  • Accounts Payable: Debited to reduce the liability owed to the supplier.
  • Inventory: Credited to reflect the reduction in stock asset value.
  • Tax Accounts: Credited to reverse the input tax (e.g., 2031 - Input SGST).
  • Discounts Received: Reverses or adjusts discounts from the original purchase.
 
Total Details
  • Sub Total: Cumulative value of items and GL lines before taxes.
  • Tax Breakdown: Detailed values for SGST and CGST being reversed.
  • Grand Total: The final value of the credit note available for allocation.
 
The Allocation Form
When you click the Allocate button, a dedicated form opens to link the credit to unpaid invoices. This is a critical step to ensure your "Accounts Payable" correctly reflects remaining balances.
 
  • Header Information: Displays the Credit Note reference and the total amount available to apply.
  • Invoice List: A table showing all "Yet to Pay" or "Partially Paid" invoices for this supplier.
  • Transaction Date: The date of the original invoice.
  • Total Amount: The full legal value of the supplier's invoice.
  • Left to Allocate (In Row): The current outstanding balance on that specific invoice.
  • This Allocation: The input field where you specify how much of the credit note value to apply to that specific invoice.
  • Total Allocated (Footer): The running sum of credit currently being applied across the list.
  • Left to Allocate (Footer): The remaining balance of the credit note that stays "Open" for future use.
 
Debit Note Status
The status reflects the current state of the credit within your accounts:
  • Open: The credit note is processed and finalized, but the value has not yet been linked or applied to any outstanding supplier invoices.
  • Allocated: The full value of the credit note has been successfully applied to one or more invoices, settling the credit balance.
  • Partially Allocated: A portion of the credit note has been used to reduce an invoice balance, but a remaining credit amount is still available for future use.
  • Draft: The credit note is currently being prepared and has not yet impacted inventory or the General Ledger.

Action Buttons
  • Allocate: Opens the allocation form to link the credit to outstanding bills.
  • Print: Generates a PDF version of the Debit Note.
  • Void: Cancels the credit note and reverses all inventory and GL impacts.
 

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