Accounting Finance:Debit Notes-Creating and Entering Debit Notes

Overview

Debit notes are created when there is a price or quantity variance during the invoice matching process. Variances under $50 are generally not debited back unless an exception is made by the buyer.

Creating the Debit Note

• Click 'Purchase' on the ASW home screen
• Click 'Work with purchase orders'
• Click 'Add'
• Enter the 'Supplier number','Order type' (QV - quantity variance or PV - price variance) and 'Warehouse' = MAI and press enter

• Enter the item number (you may also use the Fictitious Item Listing)
• Enter Quantity
• Enter Unit and Price
• Enter FOC (free of charge) if wrong item shipped was not charged on invoice but item will be returned to supplier change flag to 'Y' and 'Backlog' should be 'N' (optional)
• Enter GST/Freight or any other applicable charges
• Press 'enter' and 'F12'

• Click the 'Header' tab
• Type the original invoice number on the 'Reference' field and the original PO# on the 'Ord ref'
• Type the return authorization number if you are returning/destroying something on the 'Shipment mrk'
• Press 'F1' to put a header text on your debit note, press enter twice when done to save all changes and 'F12' twice to bring you to the 'Work with purchase orders - Header View'

• Highlight the order and click 'Print'
• Change the 'Purchase orders printer queue' to 'LP05' and press enter
• Press 'F12' to go back to 'Work with purchase orders - Header View'
• Retrieve your debit note from the printer and check to see the contents and format is correct before you send it to the vendor.
• Retain the copy to