Debit Credit Notes Report

Report Module Guide: Debit & Credit Note Report (AP)

Module Location

Accounts Payable > Reports > Debit & Credit Note Report

Module Objective

The Debit & Credit Note Report (Debit Credit Analysis) module is used to generate a detailed list of all Debit Notes and Credit Notes that have been recorded for suppliers (vendors). This report is used to track and analyze all adjustment transactions (reductions or additions) that have occurred on accounts payable.

1. Report Parameters (Filter)

The main page of this module is a form containing various parameters to customize the report that will be generated.

Here is an explanation for each parameter:

• Document Type:

  • The primary filter to select the type of document you want to see. You can select Debit Notes (to reduce payables, e.g., for a purchase return) or Credit Notes (to increase payables, e.g., for an additional charge).

• Customers / Vendor:

  • Filter the report by Type All (all vendors), Category, or Selected (Specific Vendor).

• Date:

  • Specify the Start Date and To Date range to define the report's period.

• Approval Status / Payment Status:

  • Use these dropdowns to filter documents based on their approval or payment status.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the parameters you need, especially defining the Document Type and the Date range.

Step 2: Generate the Report

After all parameters are set, click one of the two buttons in the bottom-left section of the page:

• Display Report: To preview the report directly on your screen.

• Export To MS Excel: To download the report data in an Excel file format. 

  

3. Example of the Report View

After you click, the system will generate a detailed report like the following, which details every Debit or Credit Note document.

Report Explanation: This report will display a detailed list of every selected Debit or Credit Note document.

Key Columns:

• Debit Notes Number: The document's reference number.

• Status and Approval Status: Shows the current status of the document.

• Total Amount: The value of the debit/credit note.

• Account Name: The related vendor's name.

• Payment Date: Shows the date when this note was used for a payment.

Tips & Important Notes

• Use this report to summarize all payable adjustments in a single period.

• The Approval Status filter is very useful for tracking which Debit or Credit Notes are still awaiting approval from a manager.

• This is an important report for the Accounting (AP - Account Payable) team to ensure all payable adjustments are recorded and have gone through the correct approval workflow.