How to Create Debit Note?

Purchase -> Debit Note

In this page, you will be able to see list of all Debit Notes that you have already entered into the software and you can also create Bill, Repeating Bill & Debit Note.

By default after clicking on Purchase, Bill listing page will appear.

You can also navigate to the other listing pages to view:

• Advance Payment,
• Debit Note and
• Repeating

Click on Debit Note Tab. You can view all Debit notes on listing page which has been entered by you. You can view Debit Notes which are:

• Draft,
• Awaiting Approval,
• Awaiting Settlement,
• Settled and
• Void

You can create Debit Note one by one by clicking "+ Debit Note"

After clicking on "+ Debit Note" - New Debit Note form will be opened.

You are required to fill the following fields:-

• Branch
• Category
• Issue Date
• Transaction Date
• Debit Note Number
• Bill Number
• Bill Date
• Vendor
• Vendor GSTIN
• Place of Origin
• Original Voucher No
• Original Voucher Date
• License No
• Vendor Add.
• Shipping Add.
• Reference
• Vendor Code
• L.R. No.
• Purchase Order Number
• Purchase Order Date
• Buyer Order Number
• Buyer Order Date
• Vehicle Number
• E-Way Bill Number
• E-Way Bill Date
• Carrier Identification Number
• Other Reference
• Terms of Payment
• Currency
• Default Account
• Amounts are

Fill the Item Details such as:-

• Item
• Description
• Item Code
• Batch Number
• Expiry Date
• Item Type
• HSN/SAC
• Unit of Conversion
• Quantity
• Conversion UOM
• Equivalent Qty
• Unit of Measurement
• MRP
• Unit Price/Rate
• Discount (%, Flat)
• PTR/Unit
• Add. Discount (%, Flat)
• PTS/Unit
• Subsidy (%, Flat)
• Freight/Unit
• Delivery/Unit
• Account
• Cost Centre
• Taxable Value
• Tax Rate
• Tax Amount
• GST Rate
• IGST
• CGST
• SGST/UGST
• Cess (%, Flat)
• Add. Cess
• NIL/Exempt Rate
• TDS Rate
• TDS Amount
• ITC Eligibility
• ITC Claim (%)
• ITC Claim IGST
• ITC Claim CGST
• ITC Claim SGST/UGST
• ITC Claim Cess
• Total
• Freight Amount (INR)
• Discount Amount (INR)

Advance Settings such as:-

• Reverse Charge
• Income Tax TCS
• GST TDS
• GST TCS
• Document Level Discount

Fill Bank Details such as:-

• Bank Name
• Account Number
• Branch Name
• IFSC Code

Other Information such as:-

• Vendor Notes
• Terms and Conditions

For creating the Debit Note you are required to fill some mandatory fields such as:-

• Debit Note Number
• Issue Date
• Transaction Date
• Vendor
• Vendor GSTIN
• Place of Origin
• Vendor Address
• Quantity
• Unit Price
• Account
• GST Rate
• Tax Rate

You can set some auto-fill functionalities for creating the Debit Note. Such Auto-Fields are:-

1. Issue Date: By default current date will be the Issue Date. You can also change the same.
2. Transaction Date:By default current date will be the Transaction Date. You can also change the same.
3. Bill Date: By default current date will be the Transaction Date. You can also change the same.
4. Branch (Auto): You are required to Add Branch in Organization Settings. Those added Branch list will appear at the time of creation of Debit Note.

   For adding Branch - Navigate to Settings -> Organization Settings -> Location -> Add Branch.

5. Category (Auto): You are required to Add Category in Organization Settings. Those added Category list will appear at the time of creation of Debit Note.

   For adding Category - Navigate to Settings -> Organization Settings -> Location -> Add Category.

6. Debit Note Number (Auto): Debit Note Number will auto populate from series as set by you in Custom Configurations. However, you can change the same.

   For Setting series - Navigate to Settings -> Custom Configurations -> Document Series -> Select Debit Note.

You can Hide/Unhide some fields from Document Customization. By default, fields are unchecked in Document Customization. You can check those fields which you want to show in Debit Note.

Navigate to Settings -> Custom Configuration -> Document Customization -> Select Debit Note.

You can create Debit Note and select the Original Voucher Number against which you want to create Debit Note.

You can save the Debit Note into following three types:

• Save as Draft
• Save as Submit for Approval
• Save as Approve

1. Navigate to Draft listing from All Debit Note listing and select the Debit Note which you want to move in "Submit for Approval", "Approve", "Void" or "Delete"

2. Navigate to Awaiting Approval listing from All Debit Note listing and select the Debit Note which you want to move in "Approve", "Void" or "Delete".

3. Navigate to Awaiting Settlement listing from All Debit Note listing and select the Debit Note which you want to move in "Void" or "Delete".

4. Navigate to Void listing from All Debit Note listing and select the Debit Note which you want to "Delete".

Create a Debit Note and click on Approve button then it will navigate to the Debit Note Listing Page. From the Debit Note listing page, open the Debit Note which is having status of Awaiting Settlement in View Mode. Enter the following fields and click on Add Payment:

• Amount Paid
• Date Paid
• Paid From
• Reference
• Pay by check