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. 

 

 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. 

 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). 

 

 

 Date : Enter the document date (e.g., August 11, 2025). 

 

 

 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"). 

 

 

 Related document / File Upload : You can link another document or upload a supporting evidence file. 

 

 

 Step 3: Fill in Journal Details 

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

 

 

 Click the [+] icon to add a row. 

 

 

 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. 

 

 

 

 

 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. 

 

 

 Confirm : To finalize the document and send it into the approval workflow.  

 

 

 

 Cancel : To cancel the entry. 

 

 

 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.