A Supplier Debit Note records a reduction in what you owe a supplier, usually because goods were returned or an invoice overcharged. This list is where you find those credits, check whether they have been applied, and allocate them against outstanding bills.
Where to find it
Go to Purchases > Debit Notes.
Filters Section
| Filter | What it does |
|---|
| Reference | Search by the debit note reference number. |
| Supplier | View all debit notes for one vendor. |
| Date | Show debit notes recorded in a date range. |
| Project | View only debit notes allocated to a specific project. |
| Select an Employee | Filter by the staff member who recorded the entry. |
| Branch | Filter by business branch. Visible when enabled in Setup > Preferences. |
New Direct Debit Note
The + New Direct Debit Note button records a supplier credit not linked to a prior purchase order or GRN — for general returns or price adjustments. See Direct Debit Note.
Debit Note Table
| Column | Description |
|---|
| Type | Confirms the transaction is a Supplier Debit Note. |
| Reference | Your internal reference. Click it to open the Supplier Debit Note View. |
| Supplier | The vendor name. Click to open their profile. |
| Supplier's Reference | The vendor's reference for the return or credit. |
| Date | The date the debit note was recorded. |
| Due Date | The date any settlement is expected by. |
| Amount | The total value of the credit. |
Debit Note Status
| Status | Meaning |
|---|
| Open | Finalised but not yet applied to any outstanding invoice. |
| Partially Allocated | Part of the credit has been applied; a balance remains available. |
| Allocated | Fully applied against supplier liabilities. |
| Draft | Saved as work in progress; the ledgers are untouched. |
A debit note sitting at Open has reduced nothing in practice. The supplier's invoice still shows in full until the credit is allocated against it.
More Options (Action Menu)
| Action | What it does |
|---|
| Allocate | Choose which outstanding invoices to apply this credit against. |
| GL | View the ledger entries — the debit to accounts payable and the credit to inventory or purchase returns. |
| Edit | Modify the debit note where it has not yet been fully allocated. |
| Print | Generate a PDF to file or send to the supplier. |
| Void | Cancel the debit note and reverse its accounting impact. |
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