BasisBasis
Transactions

Debit Notes

Return goods to a supplier or correct a Purchase Invoice. Reduces the supplier's AP balance. Mirror of Credit Notes on the purchase side.

Menu: Transactions → Debit Notes · Route: /debit-notes

Debit notes list

Creating a Debit Note

Go to Transactions → Debit Notes, then click New.

  1. Select the Supplier. Only suppliers with existing Purchase Invoices are relevant.
  2. Select the Purchase Invoice to reverse — the dropdown shows open bills for that supplier. Lines auto-fill.
  3. Enter the Return Qty for each line — only items being returned. Set 0 to exclude a line.
  4. Set the Date of the return.
  5. Add a Narration with the reason (e.g., "Wrong items delivered — returning 10 units").
  6. Click Save. The supplier's AP balance decreases immediately.
Debit notes form

Header fields

FieldStatusNotes
Debit Note NumberAutoAuto-generated from the DN voucher series.
DateRequiredDate of the return/correction.
SupplierRequiredMust be selected first to reveal the invoice dropdown.
Purchase InvoiceRequiredThe bill being corrected. Lines auto-fill once selected.
ReferenceOptionalSupplier's Return Merchandise Authorization (RMA) or your internal ref.
NarrationOptionalReason for the debit note — printed on the document.
For inventory-tracked items, the returned quantities are deducted from stock automatically.

GL Impact

AccountDebitCredit
Accounts Payable (AP)Total debit amount—
Expense / Inventory Account (per line)—Line amount excl. tax
Tax Receivable (VAT Input)—Tax reversal
Inventory Asset (stock items)—Inventory reduced at WAC