Supplier Debit Notes

Overview

Supplier Debit Notes are created to record goods returned to suppliers, or a credit the supplier gives you. They decrease the amount due to the supplier.
You can create one manually, or copy it from a Supplier Invoice.
To send the returned stock out of inventory, copy the Debit Note to a Materials Movement (Issue).

For step-by-step instructions, see the Supplier Debit Notes Tutorial.

Settings

User Settings

Note

The defaults are the values for new databases and new users. Your database may have different values.

Setting	Description	Default
Accounting > Supplier Debit Notes - Access Allowed	None User Supervisor	None
Copy Rules > Supplier Invoices - Copy to Supplier Debit Note	Yes or No.	No
Copy Rules > Supplier Debit Notes - Copy to Materials Movement (Issue)	Yes or No.	No
Default Transactions View > Supplier Debit Notes	The list that opens with the module: Today All Pending All Active All Pending & Active	Today

Accounting Settings

Setting	Description	Default
Default Set Supplier Debit Note Accounts	Use Account from Entry Type setup: The ledger account selected on the Entry Type is used. Use Account from linked Invoice: The ledger account that was debited on the Supplier Invoice is credited.	Use Account from Entry Type setup
Allow CI,CC,SI,SDN transactions to be created in the Ledger	CI = Customer Invoices, CC = Customer Credit Notes, SI = Supplier Invoices, SDN = Supplier Debit Notes. Yes: The documents are also posted to the ledger. No: The documents are only created in their own modules, and separate ledger transactions must be created for accounting purposes.	No

List View

Menu > Views switches between the Transactions view, which displays one row for every Debit Note, and the Items view, which displays one row for every line item on the Debit Note.

Buttons Explained

Button	Description
Reset	Resets the data filters.
Arrow on Reset	Select a filter option: Today All Pending All Active All Pending & Active
View	Lists the Debit Notes that match the filters.
New	Creates a Debit Note.
Output	Prints, previews or emails the selected Debit Notes (see Output).
Menu	A submenu with these options: Views: Transactions or Items Export: Email Excel, Export Grid Settings: Edit Categories Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Filters Explained

Filter	Description
No.	Select the kind of number, then enter it: SDN: the Debit Note number. SI: the Supplier Invoice it came from. PO: a linked Purchase Order. SO: a linked Sales Order. WO: a linked Work Order. The other filters are ignored while a number is entered.
Date	The Debit Note date range: No Date User Date (a range you choose) Today Yesterday This week Last week This month Last month This year Last year Fin year The arrows move the range back or forward.
Status	Check the status groups to include: Pending Active Complete Cancelled If none of the status groups are checked, all the entries appear.

Fields Explained

Info

Fields marked in green (✎) can be edited.

Column	Description
ID	The system-generated number of the Debit Note.
Doc No.	The Debit Note number.
Date	The Debit Note date.
User	The user who created the Debit Note.
Supplier	The supplier.
Contact	The supplier's contact person.
Reference	Your reference.
Status	The Debit Note's status, in the colour of its status group.
SI No.	The number of the Supplier Invoice it was copied from.
PO No.	The linked Purchase Order number.
SO No.	The linked Sales Order number.
WO No.	The linked Work Order number.
WF No.	The linked Workflow number (see Workspace).
Branch	The branch.
Total (CUR)	The transaction total in its currency.
Total (Exc)	The transaction's VAT exclusive total.
VAT	The amount of VAT on the transaction.
Total (Inc)	The transaction's VAT inclusive total.
Ledger ID	The system-generated number allocated to the ledger entry.
MM No.	The numbers of the linked Materials Movements (Issue).
Acc No	The supplier's account number.
From	The type and number of the transaction it was copied from (for example, SI 123).
Flow	The system-generated number allocated to the transaction flow (all the transactions copied from each other).
SM No.	The linked Service Manager ticket number.
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Category	The Debit Note's category.
Updated by	The user who last updated the Debit Note.
Updated	The date the Debit Note was last updated.
Status Note	The note entered on the status bar.
Menu (...)	A submenu that can also be accessed by right-clicking an entry, with these options: Open WorkFlow Open Transaction in Ledger View Supplier Summary View linked Transactions View SM Responses (see Service Manager) Copy to Materials Movement (Issue) Edit Delete

Items View: Fields Explained

The Items view displays one row for every line item on the Debit Note.

Column	Description
SDN ID	The system-generated number of the Debit Note.
Doc No.	The Debit Note number.
Trans ID	The system-generated number allocated to the ledger transaction.
Ledger ID	The system-generated number allocated to the ledger entry.
Status	The Debit Note's status.
Date	The Debit Note date.
Reference	Your reference.
Supplier	The supplier.
Contact	The supplier's contact person.
SDN Total (CUR)	The Debit Note total in its currency.
SDN CGST	The Debit Note's CGST amount. Only for companies that use GST (India) (see GST (India)).
SDN SGST	The Debit Note's SGST amount. Only for companies that use GST (India) (see GST (India)).
SDN IGST	The Debit Note's IGST amount. Only for companies that use GST (India) (see GST (India)).
SDN Total (Exc)	The Debit Note's VAT exclusive total.
SDN VAT	The amount of VAT on the Debit Note.
SDN Total (Inc)	The Debit Note's VAT inclusive total.
Branch	The branch.
Created by	The user who created the Debit Note.
Currency	The abbreviation of the currency used on the Debit Note.
Date Created	The date the Debit Note's ledger entry was created.
Date Updated	The date the Debit Note's ledger entry was last updated.
From	The type and number of the transaction it was copied from (for example, SI 123).
Category	The Debit Note's category.
Item	The line number.
ID	The system-generated number for the item.
Inv Item ID	The system-generated number of the Supplier Invoice line it was copied from.
Description	The description of the item returned or credited.
Code	The code of the item returned or credited.
Account	The ledger account the line is posted to.
Subcategory	The material's subcategory.
Category (Mat)	The material's category.
Qty	The quantity.
VAT Type	The VAT Type applicable to the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
VAT%	The percentage VAT applicable to the line item.
Adj%	The percentage adjustment on the price.
Item Total (CUR)	The item's total in its currency.
Item Total (Exc)	The item's VAT exclusive total.
Item VAT	The total amount of VAT on the item.
Item CGST	The item's CGST amount. Only for companies that use GST (India) (see GST (India)).
Item SGST	The item's SGST amount. Only for companies that use GST (India) (see GST (India)).
Item IGST	The item's IGST amount. Only for companies that use GST (India) (see GST (India)).
Item Total (Inc)	The item's VAT inclusive total.
/Unit	The price per unit.
Menu (...)	The same options as on the Transactions view.

Edit View

Buttons Explained

Button	Description
Arrows	Move to the previous or next transaction on the list.
New	Saves the open Debit Note and creates a new one.
Save	Saves your changes.
Output	Prints, previews or emails the Debit Note (see Output).
Status	Changes the Debit Note's status.
Links	Lists the transactions linked to the Debit Note. Select one to open it.
Actions	Copy: Copy to Materials Movement (Issue): sends the returned stock out of inventory (needs editing access to Materials Movements). Actions: Update the From Transaction: updates the Debit Note from its source, or a different one, and warns that this breaks the links to downstream transactions.
Menu	Open WorkFlow, Open Transaction in Ledger, View linked Transactions, View SM Responses, View Audits, View Supplier Summary, Delete Debit Note, and the grid layout options.

Header Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
Doc No.	The Debit Note number.
Date	The Debit Note date.
Supplier	The supplier. You must first select a supplier before you can add lines.
Contact	The supplier's contact person.
Reference	Your reference.
Note	A note, below the reference.
Category	The category.
Branch	The branch.
Currency	The Debit Note's currency.
Rate	The exchange rate.
Outstanding	The amount still outstanding.
Ledger ID	The ledger transaction.
From	The type and number of the transaction it was copied from (for example, SI 123).
SM No.	The Service Manager ticket.
Updated	Who last changed the Debit Note, and when.

Item Buttons Explained

Button	Description
Invoice	Adds lines from the supplier's invoices.
Material	Adds materials.
Custom	Adds a custom line.

Item Fields Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
ID	The system-generated number for the item.
Item	The line number.
Code	The code of the item returned or credited.
Description	The description of the item returned or credited.
Unit	The unit.
Qty	The quantity.
Unit Cost	The price.
/	The quantity the price is for.
/Unit	The price per unit.
Fixed Cost	A fixed amount.
Adj %	The percentage adjustment on the price.
Adjustment	The adjustment as an amount.
Total (Exc)	The item's VAT exclusive total in the local currency.
VAT	The VAT amount on the line item.
Total (Inc)	The item's VAT inclusive total in the local currency.
Total Cur	The item's total in its currency.
Total Cost	The item's total cost, copied from the Supplier Invoice line.
VAT Type	The VAT Type selected for the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
VAT %	The VAT percentage on the line item.
CGST %	The CGST percentage. Only for companies that use GST (India) (see GST (India)).
SGST %	The SGST percentage. Only for companies that use GST (India) (see GST (India)).
IGST %	The IGST percentage. Only for companies that use GST (India) (see GST (India)).
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Account	The ledger account that is credited (see Default Set Supplier Debit Note Accounts).
Location	The stock location of the returned item.
Resolve	How the stock is handled: N/A Reserve: reserves the stock that is due to be returned to the supplier. Reserve (Auto Issue)
From	The type and number of the transaction the line was copied from (for example, SI 123).
Menu (...)	A submenu with these options: Delete Item View/Edit Note Open linked Material Item View Material Summary Move Up Move Down

Statuses

Supplier Debit Notes use the statuses set up for the module. See Statuses for the status groups and default statuses.

Supplier Debit Notes

Overview#

Settings#

User Settings#

Accounting Settings#

List View#

Buttons Explained#

Filters Explained#

Fields Explained#

Items View: Fields Explained

Edit View#

Buttons Explained#

Header Explained#

Item Buttons Explained#

Item Fields Explained#

Statuses#

Overview

Settings

User Settings

Accounting Settings

List View

Buttons Explained

Filters Explained

Fields Explained

Edit View

Buttons Explained

Header Explained

Item Buttons Explained

Item Fields Explained

Statuses