A document that you give to the customer to inform them about additional charges.
Creating a Debit Note
To create a debit note,
- Go to Navigation Panel > Sales > Debit Note.
- Click Add New Debit Note.
- A pop-up form will appear.
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Select a Branch.
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Select the Customer who you are creating a debit note for.
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Input the Transaction Date. The current date is displayed initially, hence, you can change it.
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Select the Product or Service that is the reason for the occurrence of the debit.
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Select the Income Account of the item.
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Enter the Quantity of the item.
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If there's a discount, select Percent and input the amount of discount.
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Click Save.
Load From Sales Invoice / Billing Statement
You can check the Load From Sales Invoice or Load From Billing Statement checkbox to create a debit note from an unpaid invoice / billing statement.
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Select Invoice No. or Billing Statement No. from the dropdown.
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Upon selecting, Branch, Customer and Amount will be populated based on the selected Invoice No.
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Add a Description.
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Click Save.
Approving Debit Note
Approve debit note first to apply it to the invoice of your customer.
- Mark the checkbox of the debit note row that you want to approve.
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Click Bulk Action and click Approve Level 1.
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A confirmation modal will appear, click OK.
Note:
Go to Company Setup > Default Settings, head to the System Preference tab to enable/disable the approval for Debit Note.
You may also set here the number of approvals for the debit note to be approved.
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To reject a debit note, check the row of the debit note, click Bulk Action and click Reject.
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A confirmation modal will appear, click OK.
Printing Debit Note
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Click the cog button of the debit note row and click Print.
Print Debit Note Option
Set a number format for Debit Note number.
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Go to Default Settings and head to System Preference tab.
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Click the View icon and select the number format you want.
Note:
You may also set here the number format for various reports: Sales Invoice, Delivery Receipt, Official Receipt and etc.
Applying Debit Note
The debit or charges will be added to the amount the customer will pay for the invoice or billing statement.
Apply to Sales Invoice
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Click the cog button on the debit note row and click Apply to Sales Invoice.
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A pop-up form will appear.
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Choose from the list of invoice to where you will apply the Unapplied Charges of your customer.
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Enter the Additional Charge.
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Click Save to apply.
Apply to Billing Statement
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Click the cog button on the debit note row and click Apply to Billing Statement.
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A pop-up form will appear.
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Choose from the list of billing statement to where you will apply the Unapplied Charges of your customer.
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Enter the Additional Charge.
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Click Save to apply.
Note:
The debit note will be in a Closed status, once you have used up all the credits.
Canceling a Debit Note
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Mark the debit note row.
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Click Bulk Action and click Cancel.
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A confirmation modal will appear.
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Mark the checkbox if you want to recycle the Debit Note number upon cancelling.