Debit Note is a commercial document issued by a buyer to a seller as a means of formally requesting a credit note. Debit Note view allows the user to create and manage debit note in relation to purchase orders. Below are available actions for the user from Debit Note view:
Create new debit note, update and delete debit note
View and search debit note details
Field Name |
Explanation |
Mandatory Information |
| Document Date | Creation date of the document | Y |
| Document Number | Document number of the purchase order | Y |
| Reference Number | Code for easy reference search of the document | N |
| Branch | Name of company’s branch which make the purchase order | Y |
| Vendor | The vendor of whom the debit note to be send to | Y |
| Currency | Currency used by the vendor | Y |
| Vendor Location | The location of vendor | Y |
| Contact Person | The contact person of vendor | N |
| Deliver To | Name of company to deliver the purchase order | N |
| Delivery Location | The location of company to deliver the purchase order | N |
| Contact Person | The contact person of company at delivery location | N |
| Warehouse | Warehouse location to deliver the purchase order | Y |
| Delivery Via | Method of the delivery | N |
| Representative | Name of staff to process the purchase order | N |
| Tax | Indicate whether price of the product to purchase include or exclude tax | Y |
| Payment Term | Payment term for the purchase order | N |
| Inco Terms | Inco Terms rules associated with the transportation and delivery of goods | Y |
| Analytical Group | N | |
| Inventory Movements | Indicate whether this process involves inventory movements by the company | Y |
| Description | Additional information in regard to the purchase invoice document | N |
| Product Brand | Select product brand(s) to filter products | N |
| Filter | Enter keyword(s) to filter / search for products | N |
| Product | Product code of the item | Y |
| Description | Description of the item | N |
| Uom | Type of the item | Y |
| Quantity | Number of quantity of the item to be deliver by vendor | Y |
| Unit Price | Cost per item | Y |
| Discount | Discount for the item to purchase | N |
| Nett Price | Nett price for the item to purchase | Y |
| Total Amount | Total cost for the item to purchase | Y |
| Tax Rate | Tax of the item to purchase | Y |
| Total Amount | Total amount for all the items on the purchase invoice before discount and tax | Y |
| Total Discount | Total discount for all the items on the purchase invoice | Y |
| Total Tax | Total tax for all the items on the purchase invoice | Y |
| Grand Total | Total cost for all the items on the purchase invoice after discount and tax | Y |
Create New Debit Note:
1. From “Purchase – (Transactions) Purchase Invoice”, double click on a purchase invoice in the “Purchase Invoices List” tab, it will bring up the selected purchase invoice record on “Purchase Invoice” tab. Click the arrow on 
button and select “Create Debit Note” option to generate a new debit note referenced to the purchase invoice
2. Alternatively from “Purchase – (Transactions) Debit Note” click on “Create New” at the top right of screen of “Debit Notes List” tab, it will open “Debit Note” tab with empty form
3. Fill up debit note’s information
4. On “Items / Articles” tab select a product from “Product” drop-down list, fill up product’s information, and click “ 
” button
5. Click on “Notes / Attachments” tab at the middle of screen to add notes or files attachment for the debit note
6. Click on “Save” button at the bottom of screen when completed
7. Click on “Confirm Debit Note” button at the bottom of screen to confirm the debit note
8. Click on “Post To Accounts” button at the bottom of screen to post the debit note. A link to corresponding delivery order will be created at the bottom of the screen if the debit note is for returning order to vendor
9. Tax entries applicable for the debit note will be automatically created under “Taxes” tab if any. Journal entries of the debit note will be automatically created under “Postings” tab
Update Debit Note Details:
1. Click on “Debit Notes List” tab at the bottom of screen
2. Double click on debit note to be updated, it will bring up the details on “Debit Note” tab for the selected note. If a note’s status is “Confirmed” or “Posted”, right click on the note and reopen / undo posting of the note first. User can do so from the document as well by clicking the arrow on “Generate Report” button at the bottom left of the document screen
3. Make change(s) on the debit note information
4. Click on “Save” button at the bottom of screen when done
5. Click on “Revert” button at the bottom of screen or refresh icon at the top of the screen to roll back the changes
6. Click on “Confirm Debit Note” button at the bottom of screen to confirm the debit note
7. Click on “Post To Accounts” button at the bottom of screen to post the debit note
Delete Debit Note:
1. Click on “Debit Notes List” tab at the bottom of screen
2. Double click on debit note to be deleted, it will bring up the details on “Debit Note” tab for the selected note. If a note’s status is “Confirmed” or “Posted”, right click on the note and reopen / undo posting of the note first
3. Click on “Delete” button at the bottom right side of screen
4. Click on “Yes” button on the pop-up window to confirm note deletion
View and Search for Debit Note Details:
1. Click on “Debit Notes List” tab at the bottom of screen
2. Enter search parameter to filter the result, i.e. type in vendor name to search for in the “Vendor” text field box or select from drop-down list
3. Result can be sorted alphabetically by clicking the fields’ columns
4. Double click on debit note to view full details of the note, it will bring up the details on “Debit Note” tab for the selected note