Overview

A debit note is a document issued by Suppliers to an organisation to acknowledge a return, refund, or overcharge. Debit Notes reduce the amounts owed to Suppliers.

These tutorials explain how to create, edit, view, print, and email Supplier Debit Notes.

Navigation: Main Menu > Suppliers > Supplier Debit Notes

How to Display a List of Supplier Debit Notes

1. Navigate to Supplier Debit Notes.

2. Select a date next to Set, or type in Dates in the fields provided.

3. Select Supplier = All.

4. Select Category = All.

5. Click View (button).

   • Note: Double click any of the transactions to display the Debit Note.

How to Filter a List of Supplier Debit Notes

1. Navigate to Supplier Debit Notes.​

2. Select a date next to Set, or type in Dates in the fields provided.

3. Next to Supplier select a specific Supplier, or

4. Next to Status, select a specific Status.

5. Click View (button).

How to Search for Debit Notes

1. Navigate to Supplier Debit Notes.​

2. Type the Debit Note document number in the blocks before the Search block.

3. Click View (button).

How to Create Supplier Debit Notes Manually

1. Navigate to Supplier Debit Notes.

2. Click New (button).

3. Select the Supplier and fill in the header information: 

   1. Change the Date, if necessary.

   2. Select the Supplier from the dropdown list next to Supplier.

      1. • Note: Click the (i) next to the Supplier to view or edit the Supplier record > Click the eye icon in the top-right corner to open the supplier file.

   3. Select the Contact Person from the dropdown list next to Contact.

   4. Select a Category from the dropdown list next to Category.

   5. Fill in a Reference and Note in the blocks provided.

4. Create the items by selecting an option next to Add:

   1. Custom:

      1. Enter a Description.

      2. Select an Expense Account (that will be credited).

      3. Select a VAT Type.

      4. Enter a Fixed Cost (if applicable).

      5. Enter a Unit Cost.

   2. Material:

      1. Select a Material from the pop-up block by typing a name in the Search field or click View to see all the Materials.

      2. Click a row on the Material list > Click Select (button) > Type in the Quantity that must be credited > Click Add (button).

      3. Edit the prices as required.

         • Note: Right-click to view the context menu and select Open Linked Material Item to open the master file.

5. If you made a mistake, right-click to view the context menu and select Delete Item.

6. Enter an Adjustment %, if required.

   2. 2. • Note: an adjustment can be positive (markup, e.g. 5) or negative (discount, e.g. -10).

7. Continue to add items as needed.

   2. 2. • Note: The subtotal for an item is not calculated until you move to the next line.

8. Click Save (button).

How to Create Supplier Debit Notes from a Supplier Invoice

V25 update: The outstanding quantity is now copied to the Debit Note to prevent users from duplicating debit notes. (Previously the total quantity was copied every time).

The Invoice (button) only shows the original Invoice if the Debit Note was created using this method.

1. From editing a Supplier Invoice.

2. Click Actions (button) > Copy to Supplier Debit Note.

3. Check the entries that must be copied to the Debit Note.

4. Click Copy (button).

   • Note: If a Supplier Invoice was created using this method, click Invoice (button) to view the Supplier Invoice. 

5. Make any changes as needed (see How to Create Supplier Debit Notes Manually).

6. Click Save (button).

How to Delete a Supplier Debit Note

1. From editing a Supplier Debit Note:

2. Option 1: Click Menu (button) > Delete Debit Note.

3. Option 2: Change the Status of the Debit Note to Cancelled.

How to View a Debit Note Transaction in the Ledger

1. From editing a Supplier Debit Note:

2. Click Menu (button) > Open Transaction in Ledger.

How to View Audits from a Debit Note

The audit features display all the tracking information (e.g. the user who created or changed the document).

1. From editing a Supplier Debit Note:

2. Click Menu (button) > View Audits.

How to View a Supplier Summary from a Debit Note

1. From editing a Supplier Debit Note:

2. Click Menu (button) > View Supplier Summary.

3. Navigate to the Tab you want to view:

   • Supplier Detail,

   • Account Information, or

   • Transactions.

How to View Linked Documents

1. From editing a Supplier Debit Note:

2. Option 1: Click Links (button).

   • Note: Any linked documents will appear on a dropdown list. Double-click one to view a linked transaction.

3. Option 2: Click Menu (button) > View Linked Transactions.

How to View Service Manager Messages

1. From editing a Supplier Debit Note: 

2. Click Menu (button) > View SM Responses.

How to Edit a Supplier Debit Note

1. Open a Supplier Debit Note.

2. Change the status of the debit note to an editable status (e.g. Pending).

   • Note: Changing the Status of a Completed Debit Note back to Pending may not make it editable. There may be transactions allocated to it.

3. If a debit note can be edited, you can change any of the fields (See How to Create Supplier Debit Notes Manually).

How to Issue Materials from Inventory when a Debit Note is Issued

1. From editing a Supplier Debit Note:

2. Click Actions (button) > Copy to Materials Movement (Issue).

How to Update a Debit Note from the Source Transaction

If changes were made to a Supplier Invoice, this function lets you update the Debit Note to match those changes. It also lets you link and include additional Supplier Invoices in the Debit Note.

1. From editing a Supplier Debit Note, click Actions (button) > Update the From Transaction.

2. Select a Source Document from the dropdown list (e.g. Supplier Invoice) and type in the number (e.g. Invoice Number).

How to Print Supplier Debit Notes

1. From editing a Supplier Debit Note:

2. Click Output (button) > Print to print the report to the default printer or click Print (Show Dialogue) to select a printer, for example, a .pdf printer.

How to Preview a Supplier Debit Note

1. From editing a Supplier Debit Note:

2. Click Output (button) > Preview and select a template (if applicable) to display a Supplier Debit Note.

   • Note: You can click the printer (icon) to print the invoice to a printer of your choice, including PDF.

How to Email Supplier Debit Notes

1. From editing a Supplier Debit Note:

2. Click Output (button) > Email > Select a template (if applicable).