Getting Started!

General

Settings

Branch

Dashboard Sales

Purchase

Accounts

Inventory

Customer Supplier Loyalty

Reports

DEBIT NOTES

A debit note is a document used by a vendor to inform the buyer of current debt obligations, or a document created by a buyer when returning goods received on credit. The debit note can provide information regarding an upcoming invoice, or may serve as a reminder for funds currently due.

DEBIT NOTE IN ACCOXI

The debit notes in ACCOXI functions for entering purchase return and corrections in invoices and bills. It helps the user to easily record the debit notes of purchase against purchase invoices and its include more options.

Key Features

Option to create purchase return as well as bills return
Debit note search shows cancelled debit notes also
Can be easily adjust credit amount with the supplier by selecting “apply invoice” in the debit note view option
Option to adjust remaining credit with the supplier if the supplier pays any refund

DEBIT NOTE SEARCH

When we click on purchase and the debit note it redirects the user to DEBIT NOTE SEARCH window.

Menus Available in Search

1. FILTER

The filter option in DEBIT NOTE search window helps the user to filter the debit notes data shown in the window

Filter of debit note search can be done in two ways-Either you can directly enter the supplier name/debit note number into the search bar near filter option or by clicking the filter drop down, you can filter the data by entering the Party name, invoice number, by date or by the status. The debit note data can filter using by date format, for that user need to enter the starting date and the end date of the debit note. Data filter by status include sorting of data on the basis of open, closed and all.

2. NEW

A new debit note can be entered using the new button and by selecting the purchase option.

Steps to add a DEBIT NOTE:

Go to purchase module and select DEBIT NOTES
Click on new + button and select purchase
Select the supplier from the drop down menu
Enter the date
Phone number, GSTIN, EMAIL will be automatically created when we select the supplier
Select the invoice number that you want to create a debit note against
Enter a reason for creating a debit note
By clicking load all items user can insert all the items including in the selected invoice
Enter description
Enter the products that you want to return and their quantity and save

Fields	Description
REF. NO.	Automatically generated
date	But by default the date will be set as the date of entering the transaction into ACCOXI.
supplier	Select the supplier from the drop down menu
Phone number	Will be automatically filled based on the supplier
GSTIN	Will be automatically filled when we select the supplier
description	Enter the description of the debit note
email	Will be automatically filled when we select the supplier
Invoice number	Select the invoice number that you want to create a debit note against
Load all items	By clicking load all items user can insert all the items including in the selected invoice.
Reason	User should state the reason of creating the debit note reason may be purchase return, correction in the invoice or may be other reasons
Product or service	Enter the product here.by pressing the enter key it will give you the details of all products that you purchased from that supplier
QTY	Enter the quantity of the product that you want to return and save
Save	Click on the Save button to save the details that is entered. After clicking save, debit note view will appear.
Clear	Clear menu is for clearing or removing the entire data that entered by the user.
exit	Exit menu is used to exit from the debit note window without saving the debit note form.
Blocked columns	If a product is entered in the table, product’s product/service code, HSN/SAC, unit, MRP, & rate columns will be blocked because while we create the product these data’s are inserted. When the quantity is entered tax%, taxable amount, tax amount, cess amount, item total will change according to that.
TDS	The TDS column is blocked since TDS is deducted while entering the purchase invoice
Discount	This column is to add any discounts given on debit notes.its an after tax discount and it reduces from item total column.
Round off	This column is to round off small amounts and the round off may be downward, upward and nearest this is selected in preferences menu => organisation settings.

Menus available in Debit note View:

FIELDS

DESCRIPTION

1.New debit note

A new debit note button redirects to the create new debit note window

2.Filter

Filter menu enable the user to filter the data and the data can be filtered on the basis of credit note status, open, closed or all.

3. Pagination control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

4.History

This menu helps the user to obtain the history details of the debit note.

OPTIONS AVAILABLE IN HISTORY WINDOW

Shows all the edits and alterations of the debit note with date of the changes made
Shows the details about the refunds applied in the debit note with date refund number and amount.
Details of the invoices that applied the debit note shows here with date invoice number and amount credited.

5.VIEW JOURNAL

It is the menu that shows the journal view of the transaction.

Journal view shows both debit and credit aspects with amount.

6. Zoom in and out

This menu helps the user to zoom in the debit note

Zoom out button enable the user to reduce the zoom in size on the debit note.

7. Page size

There are three types of paper size menus available on the top side of the debit note form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

8. Edit

Edit menu helps the user to edit or correct the details that entered in the debit note and can save again after it.

Export to PDF

10. Print

If the user wants to convert the DEBIT note form to PDF format, then export to PDF option is available.

After clicking export to pdf a save as directory option will appear and the user can opt the pdf file saving location

Print menu helps the user to print the created debit note form if required.

After clicking the print button it will redirect to print options where the user can select the printer number of copies to take etc.

11.EMAIL

The user can send the created DEBIT note form to the suppliers or to anyone through Email by using the Email button.

By clicking the mail button it will redirect the user to mail format window where the “TO” mail address is automatically appeared which is the mail of supplier.

12. Apply invoice

This menu enable the user to apply invoice against the DEBIT note. User can convert the total credit amount in to pending invoice amount and can adjust the invoice balance by it. When the user click on the Apply Invoice menu, pending invoice list will open and user can select the invoice and set the amount towards the dealer. If the credit amount is nil, then user can’t use apply invoice option.

After clicking apply invoice button a pending purchase lookup window will appear. In it list of pending credit purchases are listed. And the total credit remaining is shown in the right corner of the window. User can apply credit only upto that pending credit amount. And after applying credit amount to the invoice balance credit is shown in the window.

13.More features

This menu includes two options, Refund and Cancel.

If the supplier refunds the credit amount, it can be done by clicking the refund menu. When clicking on the Refund menu, credit debit refund form will open and the user can enter the amount with payment details in it.

The reference number of debit note refund is automatically generated.
The date of refund should be selected by the user
And next step is to select the account which is cash account or bank account should be selected
The debit balance column is automatically generated since only up to this amount the user will get the refund.
Then enter the refund amount received with a description
By default the supplier name will be set as party name
And elect the mode of instrument used for payment and the bank name as well as instrument number and date should be added
And click save to complete the adjustment.

Cancel option enable the user to Cancel the prepared debit note.

When the user clicks the Cancel button, it shows a cancel window
By default it shows supplier details like name of the supplier invoice number of the transaction and the amount
And the user need to enter the reason for the Cancellation.
And click ok to cancel the transaction

14.EXIT

To exit the debit note view window

3. REFRESH

If your latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

4. EXPORT

The purchase invoice list can be exported to Excel format. Click on the Export button at the top right corner near the +New button. Select the file location and click on save.

5. COLOUR FILTER

The cancelled debit notes will be appear in the search in red color.

6. View icon

This icon redirects the user to debit note invoice view window

7. More option

Under the more function, the following menus are available

EDIT option redirects the user to debit note window where the user can update the data in the debit note
View option redirects the user to debit note view where the user can view the debit note and use the available features in that window
Apply to invoice: This menu enable the user to apply invoice against the DEBIT note
Refund: the user can easily access the refund option from here itself if the supplier refunds the credit amount, it can be done by clicking the refund button
Export to pdf: If the user wants to convert the DEBIT note form to PDF format, then export to PDF option is available.
Print: Print menu helps the user to print the created debit note form if required.

8. Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

9. Exit

Below the pagination control, there is exit button. If you want to exit the supplier search page click on exit button.

Frequently Asked Questions?

01What is the function of Debit notes in Purchase module?

The debit notes in ACCOXI functions for entering purchase/bills return and corrections in invoices and bills. This option is to create purchase return as well as bills return of the business. Debit note search shows cancelled debit notes also and you can be easily adjust credit amount with the supplier by selecting “apply invoice” in the debit note view option.

02How can I create a debit note in Purchase module?

Go to Purchase Module and select DEBIT NOTES
Click on New + Button and select Purchase
Select the supplier from the drop down menu
Enter the date
Phone number, GSTIN, EMAIL will be automatically created when we select the supplier
Select the invoice number that you want to create a debit note against
Enter reason for creating a debit note
By clicking load all items user can insert all the items including in the selected invoice
Enter description
Select the products that you want to return and their quantity
Click on Save

03What is the use of Apply invoice option in debit notes?

ACCOXI provides the option of debit notes to create purchase/bills return and Apply invoice option included in it. This menu enable you to apply invoice against the DEBIT note. You can convert the total credit amount in to pending invoice amount and can adjust the invoice balance by it. When you click on the Apply Invoice menu, pending invoice list will open and you can select the invoice and set the amount towards the dealer. If the credit amount is nil, then you can’t use apply invoice option.

04Can I export the Debit notes data in to Excel format? How can I do it?

Yes. You can export the Debit notes data in to Excel format. It can be done by the following steps;

Click on the Debit notes in Purchase module and it opens Debit notes search.
Debit notes search consist of various menus including Export menu.
Click on the export menu on top right side of the page.
New tab will appear for save the file. You can select the location to save the file.
Click on save button to save the data in Excel format.

05How can I take a printout of Debit note?

Click on the Purchase module and select the option Debit notes.
Click on Add New Button on the top right side of the page
Create a Debit note.
Debit note view consist of various menus including Print menu. Click on the Print icon on the top side of the page.
You can set the page range, page height, width and can enter the required number of copies on the print tab.
Click on the Print menu to get the printout of the debit note.

How to sent Debit Notes using Accoxi?