ERP Debit Note

Source	Date	Supplier	Material / Basis	Qty	Amount / Open AP	AP Effect	Status	Actions
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Debit Note	Date	Supplier	Source	Source Type	Total	AP Reduced	Supplier Credit	Status	Actions
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New Debit Note

Choose an authoritative source and review the financial effect before approval.

1Source

2Details

3Review

1. Source Authority

The source decides whether this Debit Note is documentation-only or is allowed to reduce Vendor Bill AP.

Source Type

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Source Number

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Supplier

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Currency

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AP Effect

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Stock Effect

No inventory / Stock Ledger movement

Source policy will appear here.

Accounting Boundary

Review this before continuing.

GRN / Supplier Return: Debit Note can document the commercial claim but must not reduce AP again when rejected value is already excluded from GRN payable authority.

Vendor Bill Adjustment: the original Vendor Bill remains immutable; only the controlled Debit Note aggregate, outstanding cache and Payable Ledger decrease are posted.

2. Debit Note Details

GRN and Supplier Return source types are fixed. Vendor Bill adjustments allow controlled commercial reason selection.

Debit Note Type *

Debit Note Date *

Reason Code *

Supplier / Vendor Reference

Reason * before approval

Internal Remarks

Debit Note Lines

GRN/Supplier Return financial basis is source-controlled. Vendor Bill adjustment amounts and tax can be entered here within the remaining Bill adjustment capacity.

Material / Adjustment	Qty	Rate	Taxable	Tax %	Tax	Total
Source lines will appear here.

Taxable Amount0.00

Tax0.00

Debit Note Total0.00

Open AP Reduction0.00

Supplier Credit0.00

Validation

Approval and Issue re-read the live source authority in Firestore.

Complete the Debit Note details to run validation.

Debit Note

Supplier Debit Note financial and source trace.

Debit Note

Source Authority

GRN, Supplier Return or Vendor Bill lineage.

Lines

Financial basis used by this Debit Note.

Material / Adjustment	Qty	Rate	Taxable	Tax %	Tax	Total

Financial Effect

Debit Note total, AP decrease and Supplier Credit are separated.

Supplier Credit Activity

Applications and supplier cash refunds remain separate from Vendor Advance and Vendor Payment.

Type	Date	Target / Bank	Amount	Status	Action

Payable Ledger Trace

No ledger movement is expected for no-AP-effect GRN/Supplier Return Debit Notes.

Ledger ID	Type	Document	AP Increase	AP Decrease	Date

Audit / Immutability

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Apply Supplier Credit

Settle another open Vendor Bill for the same supplier and currency without changing Vendor Payment history.

Select an issued Debit Note with available Supplier Credit.

Application Control

Vendor Bill outstanding and Supplier Credit are revalidated transactionally.

Target Vendor Bill *

Application Date *

Amount *

Reason *

Accounting: application reduces the target Vendor Bill payable and consumes the same amount of Supplier Credit. Vendor Advance remains separate.

Record Supplier Credit Refund

Record cash received back from the supplier into a canonical Bank Master account.

Select an issued Debit Note with available Supplier Credit.

Refund Control

Bank Master, allowed receipt currency, FX and permanent refund reference are revalidated transactionally.

Refund Date *

Refund Amount *

Receiving Bank Account *

Bank Reference / UTR *

Refund Reason *

Reference control: the bank reference remains permanently reserved even if the refund is later reversed.

Reverse Debit Note

Post compensating AP movement and reverse unused Supplier Credit where applicable.

Reversal does not delete history. The original Debit Note and AP ledger remain immutable. A compensating AP increase is posted. Reversal is blocked if Supplier Credit created by this note has already been used or refunded.

Reversal Impact

Reason

Minimum 10 characters.

Reversal Date *

Reversal Reason *

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Debit Notes

Debit Note Sources