Purchase Debit Note

Click on Create:

Buyer & Shipping Details:

• Buyer: Select the buyer organization details (company name and address).

• Shipping Address: Select the delivery/shipping address where goods/services are delivered.

Supplier Details:

• Supplier: Select the supplier/vendor against whom the debit note is being created.

Primary Document Details:

• Type: Select the type (e.g., Product, Service).

• Adjustment Type: Choose adjustment type (e.g., Quantity Based, Value Based).

• Document Series Number: Enter/select the series number for document classification.

• Purchase Invoice Number: Select the invoice against which debit note is raised.

• Purchase Invoice Date: Enter the date of original purchase invoice.

• CN Number: Enter the Credit Note/Debit Note number.

• CN Date: Enter the Credit/Debit Note date.

• Payment Term: Select applicable payment terms.

• Payment Terms Date: Select due date as per payment terms.

• Currency: Select the transaction currency.

• Exchange Rate: Enter the applicable exchange rate (if different currency).

Items Section:

• Item: Select the item/product/service for which debit note is being raised.

• UOM: Choose the unit of measurement.

• HSN/SAC: Enter the HSN (goods) or SAC (services) code.

• Quantity: Enter the adjusted quantity.

• Price: Enter the unit price.

• Total Before Tax / Total Tax: System auto-calculates.

• Add Item: Click to add more items.

Extra Other Charges:

• Description: Enter additional charges (if applicable).

• Ledger: Select the ledger account for charges.

• Amount: Enter the charge amount.

• Tax: Enter tax percentage/applicable tax.

• Total Tax: System auto-calculates.

Additional Details:

• Account Entry: Displays debit and credit entries.

• Submit is disabled if Debit ≠ Credit.

• Only when Debit = Credit, Submit is enabled.

• Attachments: Upload supporting documents.

• Attach Signature: Add authorized signatory’s signature.

• Reason: Specify the reason for raising debit note.

• Comment: Add any internal remarks.

• Terms & Conditions: Define T&C related to debit note.

Actions:

• Save Draft: Save the Tax Invoice in draft mode for future editing.

• Submit: Finalize and submit the Debit note.

  • Submit is only enabled when Credit = Debit in Account Entry.

• Cancel: Exit without saving.

Update:

• Allowed only when the purchase Debit note is in Draft status.

• Not allowed once it is in Submit & Send status.

• View: Click on the View button to view purchase Debit note details.

• Print: Click on the Print button to print the purchase Debit note.

Workflow Approval:

• If Approval Workflow is enabled in setup, only assigned members can approve the Purchase Debit note.

• Other members cannot approve it.

Cancellation:

• Purchase Tax Invoice can be cancelled if they are no longer required.

• If cancellation rules are enabled in setup, only authorized members can cancel the purchase Debit note.