Create or Add a Debit Note

Issue a debit note to reduce the amount payable on a bill or purchase — with full traceability across vendors, categories, and accounting records.

🔐 Access Control

• Only Admin users or staff with debit note permissions can create debit notes
• From the Dashboard, use the side menu to navigate: Accounting → Expense → Debit Notes

✏️ Step-by-Step: Create a Debit Note

Click + Create Debit Note to open the form.

1️⃣ Select Type

• Choose between:
  • Bill — for vendor bills
  • Purchase — for purchase entries
• This determines which records are available for selection

2️⃣ Link to Source

• Bill / Purchase*: Select the record to apply the debit note to
• The debit note will inherit vendor, category, and account details

3️⃣ Debit Note Details

• Date*: Select the issue date (defaults to today)
• Description: Optional — add notes explaining the reason (e.g. Overcharge, Service Cancellation, Damaged Goods, Duplicate Entry)

Click Create to finalise the debit note. The system will:

• Link the debit note to the selected bill or purchase
• Update the outstanding balance
• Make the debit note available in accounting reports and audit logs

📋 Viewing Debit Notes

• All entries appear in the Manage Debit Notes table
• Use filters for Type, Date, or Status
• Export logs in PDF or Print format for audit or reconciliation

✅ Best Practices

• Always confirm the bill or purchase before issuing a debit note
• Use clear descriptions for audit clarity
• Apply debit notes promptly to avoid payment confusion
• Review debit note logs monthly for compliance
• Use sector-fit reasons (e.g. Care Home Refund, Cleaning Service Adjustment, Logistics Overcharge Reversal)