Supplier Debit Note Tutorial

Supplier Debit Note Types

The two types of debit notes used in this example are:

1. 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).

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

1. Display a list of Supplier Invoices (INV).

2. Double-click the applicable invoice to open it.

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

4. Uncheck items that must not be copied on the popup.

5. Click Copy (button).

6. If the checkbox next to Open new Transaction in the bottom left-hand corner is checked, the debit note is opened.

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. Check the checkbox next to the applicable Supplier Invoices (INV).

   4. Click Allocate (button).

   5. Click Done (button).

How to Create a Supplier Debit Note (INV)

9. 5. 1. Navigate to Supplier Invoices (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).

9. 5. 6. 2. 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.

9. 5. 7. Set the Status on the line items to Complete (optional).

      8. Set the Status of the Debit Note to Complete.

      9. 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. Check the checkboxes next to the relevant Supplier Invoices (INV).

         4. Click Allocate (button).

         5. Click Done (button).

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

1. Display a list of Supplier Invoices (EXP).

2. Double-click the applicable invoice to open it.

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

4. Click Copy (button).

5. Check that the instruction: Open new Transaction is ticked in the bottom left-hand corner.

6. Edit the Supplier Debit Note (EXP) as needed. 

7. Click Save (button)

8. 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).

How to Create a Supplier Debit Note (EXP) 

1. Navigate to Supplier Invoices (EXP).

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: 

      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.

7. Set the Status on the line items to Complete (optional).

8. Set the Status of the Debit Note to Complete.

9. Click Save (Button).

10. 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).

Related Topics

• Tutorials: Supplier Invoices

• Tutorials: Supplier Payments