Supplier Debit Notes List
A Supplier Debit Note is an official document used to record a reduction in the amount you owe to a supplier, typically due to returning damaged goods or overcharged invoices. It ensures that your outstanding liabilities are accurately adjusted and that your financial records reflect the returned value. To access the debit note list, navigate to Purchases > Click the "Debit Notes" Tab.
Filters Section
Filters allow you to quickly locate specific debit note records within your procurement history.
- Reference: Search for a specific debit note by entering its unique reference number.
- Supplier: Filter the list to view all debit notes associated with a particular vendor.
- Date: Define a specific date range to see debit notes recorded during that period.
- Project: View only the debit notes that have been allocated to a specific project.
- Select an Employee: Filter the list based on the staff member who recorded the entry.
- Branch: Filter debit notes by business branch (visible if enabled in Setup -> Preference).
New Direct Debit Note
The + New Direct Debit Note button allows you to manually record a credit from a supplier that is not directly linked to a prior Purchase Order or GRN, such as for general returns or price adjustments.
Debit Note Table
This table displays summary data for each recorded debit note:
- Type: Confirms the transaction type as a Supplier Debit Note.
- Reference: The unique internal ID. Clicking this opens the Detailed View.
- Supplier: The vendor's name. Clicking this opens their profile page.
- Supplier's Reference: The reference number provided by your vendor for the return or credit.
- Date: The official date the debit note was recorded.
- Due Date: The date by which the credit should be resolved or applied.
- Amount: The total monetary value of the debit note.
- Balance: The remaining credit amount yet to be allocated against invoices.
- Status: Shows the current allocation standing of the debit note.
Debit Note Status
- Open: The debit note is finalized but has not yet been applied to any outstanding supplier invoices.
- Allocated: The total value of the debit note has been fully applied to reduce supplier liabilities.
- Partially Allocated: A portion of the debit note has been applied to invoices, with a remaining credit balance still available.
- Draft: The debit note is saved as a work-in-progress and has not yet affected your financial ledgers.
More Options (Action Menu)
Each debit note in the list features a More dropdown menu for managing the transaction:
- GL: View the General Ledger entries to see the exact debits to accounts payable and credits to inventory or purchase return accounts.
- Edit: Modify the details of a debit note entry if it has not yet been fully allocated.
- Allocate: Manually choose which specific outstanding invoices to apply this credit against.
- Print: Generate a professional PDF record of the debit note for internal filing or to send to the supplier.
- Void: Cancel the debit note and reverse its impact on your accounting records.