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.
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Enter the required fields ( * ).
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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 or Amount from the dropdown 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.
Note:
This will update the status of the Sales Invoice or Billing Statement to Fully Paid.
You can then apply the charges to the customer’s next billing.
Enable Profit Center
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Head to Company Setup > Default Settings, click System Preference tab to enable profit center.
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Once enabled, Profit Center column will be added in the item table of debit note form.
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.
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A confirmation modal will appear, click OK.
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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 can change the order of columns in
Templates.
Applying Debit Note
The 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 Closed status, once you have used up all the credits.
Canceling a Debit Note
To cancel 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.