Manage Debit Note

This section will guide to manage debit note across channels.

Debit Note

A debit note can be issued from a buyer to their seller to indicate or request a return of funds due to incorrect or damaged goods. After creating a debit note, click the Goods Return button and enter items want to return to the seller. Added goods returns are reduced from warehouse.

Lists

The page contains a list of all returns.

Number

This is a unique number for debit note.

Status

Status helps to view all the status like-new return, approved etc.,

Status Types

New Return

Debit Note comes under the new return. It indicates that a debit note is created without goods returned.

Approved

The admin can change the status to Approved If can accept the goods return request of the supplier.

Rejected

This status is assigned when the requested return items are rejected to process further.

Closed Return

If admin does not want to return their item, change the status is a closed return.

Return Canceled

If the admin cancelled their goods return for any reason then time the status is cancelled.

Supplier Name

Enter the Name of the supplier is stored in a supplier field.

Tip

Click Alt+C - Create a supplier at the supplier section.

Created On

The return created date will show in a created on the field.

Total

The total purchase amount will show in an order total.

Create a debit note

Go to the Voucher in the Back Office and select the debit note. The admin can select the supplier from the list of suppliers in the dropdown and select the quantity of the product.

Product

Search the product buyer want to purchase. This field allows to add and edit the products. When adding the products it fills the product cost in the price field.

Tip

Click Alt+C - Create a product at the product section.

Quantity

Enter the minimum or maximum quantity of the product.

Units

Units of Measure (UOM) are used to define the measurement of the items.

Price

The product cost is updated in this field. It allows to edit or change the cost of the products.

Discount

Enter the discount amount on this field.

Total Amount

It shows the total amount of products. The total amount is reduced when the product has a discount.

Steps to Create a debit note

  1. Click Create debit note button in the top right corner.
  2. Enter the supplier name in the supplier search box. The available supplier list will show the search dropdown related on search.
  3. Select the supplier name, then the supplier-related information will fill automatically.
  4. After selecting the supplier name enter the billing address and shipping address.
  5. Select product name by entering the product name in a Product Name search box. The available product list will show the search dropdown related on search.
  6. Summary will show at the end of the page. Kindly check the summary before saving the order.
  7. Finally, Click the top right corner Save button to create order.

Status

Update supplier order status. Click Save after selecting the order status.

Goods Returned

After creating the order, click Goods returned button goods return section will open. Stock is reduced after creating the goods return. Check the reduced stock in stock history and stock inventory.

How to add Goods Return

  1. Click Goods Return button.
  2. The product name, UOM, SKU and quantity of the product will be shown.
  3. Enter Tracking Number of the product. Tracking numbers are useful to supplier for knowing now which location returned product is there and when it will deliver to the supplier.
  4. select Location for more details on how to create location.
  5. Enter quantity to Return(Some items need to return).
  6. Quantity to Return cannot be larger than the order quantity and return quantity.
  7. Click Save button.
  8. The order of the product is Goods Returned.

How to add lot in Goods Return

  1. Click Goods Return button.

  2. Click Allot Lot button for the products.

  3. Enter the lot number, manufacturer batch, mfg date, expiration date, and adjust the quantity for this product, or pick an existing lot number. After pressing the enter key, the information is stored.

  4. Click Save button. A lot is allocated, and the stock is reduced from the designated warehouse.

  5. Click Print Challan button to print goods return items.

Stock History

Check lot updated details in stock history and view lot section. Adjust the lot in the Stock quantity section.

DebitNote Details

This section contains general information of the purchase like supplier information, address information, Payment and shipment method, note, status and total.

How to view DebitNote Details

  1. Open Back Office
  2. Go to Voucher Menu.
  3. Click and open Debit Note section.
  4. View All debit note List in the section.
  5. If click Number it moves to the order details page.
  6. Click Close or ESC button to go list page.

Edit DebitNote Detail

Edit order details for supplier information and add the products.

How to edit debit note details

  1. Open Back Office
  2. Go to Voucher Menu.
  3. Click and open Debit Note section.
  4. View All debit note List in the section.
  5. If double click Number it moves to the order details page.
  6. If want to edit supplier information, enter supplier name and add supplier billing, shipping address.
  7. If want to add products to enter a product name in a search by product name.
Tip

If click Print to download the PDF Order. It includes the details of company name, company logo, Address, supplier

Tip

After made changes in add goods return method should change the status in a History box. This will help to manage a debit note.

Tip

Use Export Orders and Export Orders With Order Lines options to export the report details into a comma-separated CSV file.