How to sent Debit Notes using Accoxi?

Management of debt note system in Accoxi.

Debit Notes


A debit note serves as a communication tool employed by a vendor to notify the buyer of existing debt obligations. Alternatively, it can be generated by a buyer when returning goods received on credit. This document may offer details about an upcoming invoice or function as a reminder for funds presently owed, contributing to transparent and effective financial communication between the parties involved.

Key Features:

  1. Dual Functionality:
    • Ability to create both purchase returns and bills returns using the debit note.
  2. Comprehensive Search:
    • The debit note search feature includes cancelled debit notes, providing a comprehensive overview.
  3. Easy Adjustment:
    • Convenient adjustment of the debit notes with past credit purchases to manage and reconcile amounts effectively.
  4. Supplier Credit Adjustment:
    • Option to adjust any remaining credit with the supplier, facilitating seamless handling of refunds.
  5. Debit Amount Overview:
    • Clear display of the total debit amount, used debit amount, and the remaining balance debit amount for enhanced visibility.
  6. Refund and Application:
    • If there are remaining balance debits, users have the flexibility to either issue a refund or apply it towards an invoice, ensuring efficient utilization of available credits.

Supplier Route


When navigating to the "Purchase" section and selecting "Debit Note," the system redirects the user to the "Debit Note Search" window. This window serves as a centralized hub for efficiently searching and managing debit notes, providing users with a comprehensive overview of their debit note transactions.

Menus Available In Debit Note Search Screen


  1. FILTER: The filter feature in the DEBIT NOTE search window empowers users to refine the displayed debit note data efficiently.
  • Two Filtering Methods: Users can either directly input the supplier name or debit note number into the search bar near the filter option. Alternatively, by accessing the filter drop-down, data can be filtered by entering Party name, invoice number, date, or status.
  • Date Format Filtering: Filtering by date involves entering the starting and ending dates of the debit note to narrow down the displayed data.
  • Status-Based Filtering: Sorting data based on status categorizes it as open, closed, or all, providing users with flexible options.
  1. NEW: The creation of a new debit note is facilitated through the following steps:
  • Supplier Selection: Choose the supplier from the dropdown menu.
  • Date Entry: Input the date of the debit note.
  • Automated Information: Phone number, and EMAIL are automatically populated upon selecting the supplier.
  • Invoice Selection: Pick the relevant invoice number against which the debit note is to be created.
  • Reason Specification: Provide a reason for generating the debit note.
  • Load All Items: By clicking "Load All Items," users can include all items from the selected invoice in the debit note.
  • Description and Product Entry: Enter a description and specify the products to be returned, along with their quantities, and then save the debit note.

Debit Note Creation




REF. NO. (Reference Number), is generated by the system automatically.


By default, the system automatically records the transaction date as the current date


Choose the supplier from the available options in the drop-down menu.

Phone Number

The information will be automatically populated based on the selected supplier.


Input the description for the debit note.


The description will be automatically filled in when the supplier is selected.

Invoice Number

Please choose the invoice number for which you wish to generate a debit note.

Load All Items

Enabling the checkbox labelled "Load All Invoice Items" results in the listing of items from the selected purchase order in the grid.


The user needs to specify the reason for generating the debit note, which could include a purchase return, correction in the invoice, or other relevant reasons.

Product Or Service

Input the product here. Pressing the Enter key will provide you with details about all the products you purchased from that supplier.


input the quantity of the product you wish to return.


Select the "Save" button to store the entered details. After clicking "Save," the Debit Note view will appear.


The "Clear" option is used to erase or remove all the data entered by the user, clearing the entire input.


The "Exit" option is utilized to navigate to the previous page without saving the Debit note form.

Blocked Columns

If a product is entered in the table, the columns for Product/Service Code, HSN/SAC, Unit, MRP, and Rate will be blocked because these data were already inserted during product creation.


Upon entering the quantity, the Tax%, Taxable Amount, Tax Amount, Cess Amount, and Item Total will automatically adjust based on the entered quantity, updating the corresponding values accordingly.


This column is designated for adding any discounts provided on debit notes. It functions as an after-tax discount, directly reducing the Item Total column

Round Off

This column serves the purpose of rounding off small amounts, and the rounding method—whether downward, upward, or to the nearest value—is typically selected in the Preferences menu under Organization Settings.


 Menus available in Debit Note View:

Menus Available In Debit Note View Screen
  1. New Debit Note: The "New Debit Note" button allows the user to create a new debit note, redirecting them to the debit note creation window.
  2. Filter: The filter menu provides options for data filtration based on credit note status—open, closed, or all. Users can customize data display according to their preferences.
  3. Refresh: The refresh icon ensures the retrieval and display of updated data in Accoxi. Clicking on the refresh icon is essential if new data isn't automatically reflected.
  4. Apply Invoice: This menu facilitates the application of an invoice against the debit note. Users can convert total debits into pending invoice amounts, adjusting the invoice balance accordingly. Clicking on "Apply Invoice" opens a pending invoice list, allowing users to select an invoice and allocate the amount towards the dealer. It's important to note that the apply invoice option is only available if there are pending debits. If debits are nil, this option cannot be used.

After selecting the apply invoice button, a pending purchase lookup window appears, listing pending credit purchases. The total remaining debits are displayed in the right corner of the window. Users can apply for debit only up to the pending debit amount. Once the debit amount is applied to the invoice balance, the debit is shown in the window.

Pending Purchase Lookup In Debit Note
  1. History: This menu provides the user with detailed historical information about the debit note. Options available in the history window include:
  • Displaying all edits and alterations made to the debit note, along with the date of the changes.
  • Showing details about applied refunds, including the date, refund number, and amount.
  • Presenting information about invoices applied to the debit note, with the date, invoice number, and credited amount.
  1. View Journal: The "View Journal" menu offers a transactional journal view, presenting both debit and credit aspects along with the corresponding amounts.
  2. Edit Menu: The "Edit" menu allows users to make corrections or edits to the details entered in the debit note. After making changes, users can save the updated information.
  3. Export to PDF: If the user wishes to convert the debit note form to PDF format, the "Export to PDF" option is available. Clicking on this option prompts a save-as directory, allowing the user to choose the location for saving the PDF file.
  4. Print: The "Print" menu enables users to print the created debit note form if needed. Clicking the print button redirects to print options, where the user can specify the printer, number of copies, and other print settings.
  5. 10. Email: The user can send the created debit note form to suppliers or others via email using the "Email" button. Clicking the email button opens a mail format window where the "TO" email address is automatically populated with the supplier's email.
  6. More Options:
  • 11.1 Refund Option: If a supplier issues a refund, the user can initiate it by clicking the "Refund" menu. The debit refund form will appear, and the user can:
    • Enter the refund amount along with payment details.
    • Select the date of the refund.
    • Choose the account (cash or bank account) for the refund.
    • The debit balance column is automatically generated to the refundable amount.
    • Add a description and confirm the supplier's name.
    • Specify the mode of payment instrument, including bank name, instrument number, and date.
    • Click "Save" to complete the refund, and a reference number for the debit note refund is automatically generated.

Debit Note Refund
  • 11.2 Cancel: The cancel option allows the user to cancel a prepared debit note. Clicking the Cancel button opens a cancel window, displaying default supplier details such as the supplier's name, invoice number, transaction details, and the amount. The user must enter the reason for cancellation and click "OK" to confirm the cancellation.


  1. Refresh: Click on the refresh icon at the top left corner of the page to fetch the latest data if it is not displayed.
  2. Export: The purchase invoice list can be exported to Excel format. Click on the Export button located at the top right corner near the +New button. Choose the file location and click "Save."
  3. Colour Filter: Cancelled debit notes will be highlighted in red color in the search results.
  4. View Icon: This icon redirects the user to the debit note invoice view window.
  5. More Options:
  • Edit:

The "Edit" option redirects the user to the debit note window, allowing them to update the data in the debit note.

  • View:

The "View" option redirects the user to the debit note view, providing access to various features in that window.

  • Apply to Invoice:

This menu enables the user to apply an invoice against the debit note.

  • Refund:

The user can easily access the refund option from here. If the supplier refunds the credit amount, it can be done by clicking the refund button.

  • Export to PDF:

The "Export to PDF" option is available if the user wants to convert the debit note form to PDF format.

  • Print:

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

  1. Pagination Control: Controls page navigation and page size. The page size can be set to 10, 20, 50, or 100. Entering the page number in the box and clicking "Go" jumps to the specified page.
  2. Exit: The exit button, located below the pagination control, allows the user to exit the supplier search page. Click on the exit button to leave the page.
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