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Supplier Debit Note Tutorial

Overview

A Supplier Debit Note is used to adjust or increase the amount owed to a supplier due to corrections, additional charges, or adjustments on previous transactions. This document outlines the two Supplier Debit Note types available: an expense-related adjustment Debit Note (EXP) and an inventory-related adjustment (Debit Note (INV). It also shows two ways to record each of the two types of debit notes.

Navigation: Main Menu > Procurement > Supplier Debit Notes (INV)

Navigation: Main Menu > Accounting > Supplier Debit Notes (EXP)

Table of Contents

Supplier Debit Note Types

Supplier Debit Note - Expenses (EXP)

Supplier Debit Note - Invoice (INV)

How to Create a Supplier Debit Note (INV)

Copy a Supplier Invoice (INV) to a Supplier Debit Note (INV)

Create an unlinked Supplier Debit Note (INV)

How to Create a Supplier Debit Note (EXP)

Copy a Supplier Invoice (EXP) to a Supplier Debit Note (EXP)

Create an unlinked Supplier Debit Note (EXP)

Supplier Debit Note Types

There are two main types of Supplier Debit Notes:

Supplier Debit Note - Expenses (EXP)

Purpose: Used to record a debit note against a Supplier Invoice (EXP) when an expense is recouped, or reduced.
Key Difference: A Supplier Debit Note (EXP) does not affect inventory or production costs (e.g., services, fees, administrative costs).

Supplier Debit Note - Invoice (INV)

Purpose: Used to record a debit against a Supplier Invoice (INV) when the stock was returned or credited.
Key Difference: These debit notes typically impact Inventory by reducing the amount of stock.

How to Create a Supplier Debit Note (INV)

Copy a Supplier Invoice (INV) to a Supplier Debit Note (INV)

1. Navigate to Main Menu > Procurement > Supplier Invoice (INV).
2. Double-click to open the relevant Supplier Invoice (INV).
3. Click Actions (button) > Copy to Supplier Debit Note (INV).
4. Untick the items that must not be copied from the pop-up.
5. Click Copy (button).
6. Check that the instruction: Open new Transaction is ticked in the bottom left-hand corner.
7. Edit the Supplier Debit Note (INV) as needed.
8. Click Save (button).
9. Allocate the Supplier Debit Note (INV) to a Supplier Invoice (INV) as follows:
  1. Click Menu (button) > Open Transaction in Ledger.
  2. In the Outstanding block on the right click Select (button).
  3. Tick the relevant Supplier Invoices (INV) to allocate to.
  4. Click Allocate (button).
  5. Click Done (button).

Create an unlinked Supplier Debit Note (INV)

1. 1. Navigate to Main Menu > Procurement > Supplier Debit Note (INV).
  2. Click New (button).
  3. Select the Supplier from the dropdown list.
  4. Fill in the Reference and Note fields.
  5. Select a Category (if applicable).
  6. Choose the line items:
    1. Select an Item from the item list dropdown list:

Fill in the quantity in the Qty block.
Click Add (button).

1. 1. 1. Click Custom (button) to add a custom line item:

Enter a Description, Quantity, Unit Cost and select a VAT Type,
If it is a fixed cost, set the quantity to 1.

1. 1. Set the Status on the line items to Complete.
  2. Set the Status of the Debit Note to Complete.
  3. If applicable, allocate the Supplier Debit Note (INV) to a Supplier Invoice (INV) as follows:
    1. Click Menu (button) > Open Transaction in Ledger.
    2. In the Outstanding section on the right, click Select (button).
    3. Tick the relevant Supplier Invoices (INV) to allocate to.
    4. Click Allocate (button).
    5. Click Done (button).

How to Create a Supplier Debit Note (EXP)

Copy a Supplier Invoice (EXP) to a Supplier Debit Note (EXP)

Navigate to Main Menu > Accounting > Supplier Invoice (EXP).
Double-click to open the relevant Supplier Invoice (EXP).
Click Actions (button) > Copy to Supplier Debit Note (EXP).
Untick the items that must not be copied from the pop-up.
Click Copy (button).
Check that the instruction: Open new Transaction is ticked in the bottom left-hand corner.
Edit the Supplier Debit Note (EXP) as needed.
Click Save (button)
Allocate the Supplier Debit Note (EXP) to a Supplier Invoice (EXP) as follows:
1. Click Menu (button) > Open Transaction in Ledger.
2. In the Outstanding block on the right click Select (button).
3. Tick the relevant Supplier Invoices (EXP) to allocate to.
4. Click Allocate (button).
5. Click Done (button).

Create an unlinked Supplier Debit Note (EXP)

Navigate to Main Menu > Accounting > Supplier Debit Notes (EXP).
Click New (button).
Select the Supplier from the dropdown list.
Fill in the Reference and Note fields.
Select a Category (if applicable).
Choose the line items:
1. Select an Item from the item list dropdown list:
  1. 1. Fill in the quantity in the Qty block.
    2. click Add (button).
2. Click Custom (button) to add a custom line item:
  1. 1. Enter a Description, Quantity, Unit Cost and select a VAT Type.
    2. If it is a Fixed Cost, set the Quantity to 1.
Set the Status on the line items to Complete.
Set the Status of the Debit Note to Complete.
Click Save (Button).
If applicable, allocate the Supplier Debit Note (EXP) to a Supplier Invoice (EXP) as follows:
1. Click Menu (button) > Open Transaction in Ledger.
2. In the Outstanding section on the right, click Select (button).
3. Tick the relevant Supplier Invoices (EXP) to allocate to.
4. Click Allocate (button).
5. Click Done (button).

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