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Procurement

Supplier Debit Note

Debit notes are used in transactions when a debit entry adjustment is required in a case where money is owed. Debit notes reflect adjustments or returns on transactions that have already taken place.

For example, a Debit Note can be raised if your company has purchased goods from a supplier and would like to return the goods for a valid reason or the supplier has sent an invoice to your company for a lower amount than the actual cost.

The Debit Note will include the total anticipated credit and an inventory of the returned items.

A Stock Supplier Return / Non Stock Supplier Return must be raised before the supplier Debit Note can be added.

A Supplier Debit Note reverses a Supplier Invoice.

Only once the Supplier Debit Note is Accepted, will the relevant accounting transactions post.

Ribbon Access:   Procurement   >   Debit Notes

The Debit Note Listing screen will be displayed.

  • Select the Site.
    • In this image Durban has been selected.

Create Supplier Debit Note

  • Click on Add.

The Add new Debit Note screen will be displayed.

Supplier Details

  • Supplier: Search for and select the Supplier.
  • SRN No: Search for and select the Supplier Return Note Number.
  • GRN No: This will auto populate as the SRN No. is selected.
  • Debit Note Date: Will auto populate with the current date. You can either type in or click on the drop-down arrow and use the calendar function to select an alternative date, if required.
  • Debit Note No: Type in the Debit Note Number.
  • Billing Address, Postal Code, Currency, Exchange, Phone, Email, Contact Name, VAT No, Tax Rate will all auto populate as the Supplier is selected.
  • Reference: Type in a reference, if required.

Debit Note Items

  • Items: The Debit Note items will pull through from the Supplier Invoice details.

Save Debit Note

  • When you have finished adding the details to this screen, click on Save.

Print Debit Note

  • A Report Generation message box will pop up asking;
    • Do you want to print the debit note [ ]?
  • Click on Yes.

Report Preview

The Report Preview screen will be displayed.

  • From here you can View, Print, Export or Email.
  • Close the Report Preview screen when done.

You will return to the Debit Note Listing screen.

  • A Debit Note Processing message box will pop up informing you that;
    • Debit Note No. [ ] saved successfully.
  • Click on OK.

View Debit Note

  • The newly created Debit Note can now be viewed in the Debit Note Listing screen.

Approve Supplier Debit Note

  • In the Debit Note Listing screen,
  • Select the Site.

  • Click on the row selector in front of the Supplier Debit Note to be approved.
  • Click on Approve.

  • A Process Validation message box will pop up asking;
    • Are you sure you want to approve this debit note?
  • Click on Yes.

  • A Debit Note - Process message box will pop up informing you that;
    • The supplier debit note, no [ ] has been processed as accepted.
  • Click on OK.

  • You can now view the Approved debit note in the Debit Note Listing screen where the status has been set to Updated.

Reject/Decline Supplier Debit Note

  • In the Debit Note Listing screen,
  • Select the Site.

Select Debit Note to Decline

  • Click on the row selector in front of the Supplier Debit Note to be rejected/declined.
  • Click on Decline.

  • A Process Validation message box will pop up asking;
    • Are you sure you want to delete this debit note? This will open the associated SRN.
  • Click on Yes.

  • A Debit - Process message box will pop up informing you that;
    • The debit note [ ], has been deleted.
  • Click on OK.

  1. The Debit Note will be removed from the Debit Note Listing screen where the status is set to New.
  2. Change the screen status to Deleted .

  1. The Debit Note can now be found in the Debit Note Listing screen,
  2. where the status is set to Deleted.