# Debit Notes

### **Module Guide: Debit Note (Accounts Payable)**

#### **Module Location**

#### Accounts Payable > Debit Note > Debit Note

#### **Module Objective**

#### The **Debit Note** module within Accounts Payable is used to create and manage Debit Note documents that record a **reduction in the company's liability or debt** to a supplier (vendor). The most common reasons for issuing a Debit Note here are for a **Purchase Return** (returning goods to a supplier) or for a claim on damaged or non-conforming goods.

### **1. Main View (Debit Note List)**

#### The main page of this module displays a list of all Debit Notes that have been created for vendors.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/TMEimage.png)

#### **View Explanation & Filters**

#### This page is for viewing and managing all existing Debit Notes.

- #### **Filters**: You can search for a specific Debit Note by its document number (**No.**) or a date range (**Date From / Date To**).
- #### **Debit Note List**: The table below will display all documents that match the filters, with columns such as **Document Number**, **Account Name** (Vendor Name), **Total Amount**, **Status**, and **Approval**.

#### **Button Functions**

- #### **New**: The primary button to create a new Debit Note.
- #### **Print**: To print a selected Debit Note.
- #### **Void**: To cancel a Debit Note that has already been issued.

### **2. Steps to Create a Debit Note**

#### **Step 1: Create a New Debit Note**

#### From the Main View, click the **New** button to open the **New Debit Notes** form.   
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/MyHimage.png)

#### **Step 2: Fill in Header Information**

#### On the form that appears, fill in the general information:

- #### **Vendor**: Select the name of the supplier (vendor) related to this Debit Note (e.g., ABADI JAYA MAKMUR).   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/tP4image.png)
- #### **Date**: Enter the document date (e.g., August 11, 2025).   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/fhJimage.png)
- #### **Memo**: Provide a clear explanation for the reason the Debit Note is being created (e.g., "Return of damaged goods as per delivery order No. XXX").   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/gNJimage.png)
- #### **Related document / File Upload**: You can link another document or upload a supporting evidence file.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/utnimage.png)

#### **Step 3: Fill in Journal Details**

#### In the detail table at the bottom, you must enter the accounting journal entry for this transaction:

1. #### Click the **\[+\]** icon to add a row. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/peHimage.png)
2. #### Enter the appropriate journal entry. For a purchase return, the typical entry is:
    
    
    - #### **Debit** the vendor's **Accounts Payable** account to reduce the liability.
    - #### **Credit** the **Purchase Return** or **Inventory** account.
3. #### Fill in the **Amount** column, and allocate it to a **CostCenter** if necessary.

#### **Step 4: Save and Confirm**

#### After all data and the journal entry have been filled in correctly, use the buttons in the bottom-left section:

- #### **Save**: To save the Debit Note as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/lqYimage.png)
- #### **Confirm**: To finalize the document and send it into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jLpimage.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/limimage.png)

### **Tips & Important Notes**

- #### A Debit Note in the Accounts Payable module is used to **reduce the amount of debt you owe to a vendor**.
- #### Ensure the journal entry in the detail table is correct and balanced before it is confirmed.
- #### A confirmed Debit Note will go to the **Debit Note Inbox** to be approved, after which it can be used to reduce a vendor invoice payment.