Debit Note Fields Reference
This page provides detailed information about all fields in the Debit Note module. Reference this guide when creating or reviewing debit notes.
Header Fields
Supplier Name
Description: Supplier receiving the debit
Type: Dropdown (searchable)
Required: Yes
How It Works:
- Select from existing supplier master
- Type to search and filter
- Only active suppliers appear
- Cannot create debit note without supplier
Example: S4SOURCING INDIA PRIVATE LIMITED
Validation:
- Must select existing supplier
- Cannot be blank
- Supplier must have at least one bill
Bill#
Description: Original bill being debited
Type: Dropdown
Required: Yes
How It Works:
- Shows unpaid or partially paid bills only
- Filtered by selected supplier
- Displays bill number with date and amount
- System loads bill details on selection
Example: BILL-1057
Validation:
- Must select existing bill
- Cannot select fully paid bills
- Bill must belong to selected supplier
Notes:
- Multiple debit notes can reference same bill
- Each debit reduces bill outstanding balance
Debit Note Date
Description: Date debit note is issued
Type: Date picker
Required: Yes
Format: DD/MM/YYYY
Default Value: Today's date
How It Works:
- Auto-filled with current date
- Can be changed manually
- Determines accounting period posting
- Appears on debit note PDF
Example: 10/07/2025
Validation:
- Cannot be future date
- Should not be before bill date
- Must fall within open accounting period
Debit Note#
Description: Unique identifier for debit note
Type: Text (auto-generated)
Required: Yes
Format: DN-XXX (customizable prefix)
How It Works:
- Auto-generated on creation
- Click edit icon to customize
- Must be unique across all debit notes
- Locked after submission
Example: DN-999, DN-1002
Validation:
- Cannot be duplicate
- Cannot be changed after submission
- Must follow configured numbering format
Configuration:
- Set prefix in Configuration → Finance → Auto Id in the Admin console
- Configure starting number and increment
Debit Note Type
Description: Specifies if debiting full bill or partial items
Type: Dropdown
Required: Yes
Options:
- Full Debit - Debits entire bill amount
- Partial Debit - Debits selected items only
How It Works:
- Full Debit auto-populates all bill items
- Partial Debit allows manual item selection
- Determines whether items are editable
- Affects how items table is populated
When to Use:
- Full Debit: Complete returns, bill cancellation
- Partial Debit: Selected items returned, quantity adjustments
Reason
Description: Why debit note is being issued
Type: Dropdown
Required: Yes
Options:
- Purchase Return - Goods returned to supplier
- Defective Goods - Quality issues
- Price Adjustment - Pricing corrections
- Billing Error - Bill mistakes
- Short Delivery - Partial delivery charged fully
How It Works:
- Select most appropriate reason
- Appears on debit note document
- Used for analytics and reporting
- Helps track debit patterns
Example: Defective Goods
Impact:
- Reason tracked for quality control analysis
- High defective goods reasons may trigger supplier review
- Price adjustment reasons may indicate procurement policy issues
Reference Number
Description: External reference or supplier acknowledgment number
Type: Text (free form)
Required: No
Maximum Length: 50 characters
How It Works:
- Optional field for cross-referencing
- Enter supplier's RMA acknowledgment or reference
- Helps match with supplier records
- Appears on debit note document
Example: SUP-ACK-2025-045, RMA-12345
Use Cases:
- Supplier return authorization number
- Internal reference code
- Project or job number
- Purchase order reference
Notes
Description: Additional information about debit note
Type: Text area (multi-line)
Required: No
Maximum Length: 500 characters
How It Works:
- Free text field for detailed notes
- Visible on debit note PDF
- Internal reference for team
- Documents specific circumstances
Example: "Debit for 15 defective units returned to supplier on 05/10/2025. Goods inspected and confirmed defective by QC team."
Best Practices:
- Document specific quantities or items
- Note dates of returns or events
- Reference approvals or communications
- Include any special conditions
Item Line Fields
Item Details
Description: Product or service being debited
Type: Dropdown (searchable)
Required: Yes (for partial debit)
How It Works:
- For Full Debit: Auto-populated from bill
- For Partial Debit: Select from bill items
- Shows item code and description
- Cannot add items not on original bill
Example: AirPods Pro 3 (ITM-005)
Validation:
- Must exist on original bill
- Cannot add items not billed
- Item details inherited from bill
Original Qty
Description: Quantity from original bill
Type: Numeric (read-only)
How It Works:
- Displays quantity from bill
- Cannot be edited
- Reference for debit quantity
- Used for validation
Example: 4000 pieces
Debit Qty
Description: Quantity being debited
Type: Numeric (editable)
Required: Yes
How It Works:
- For Full Debit: Auto-filled with original quantity
- For Partial Debit: Enter quantity to debit
- Must not exceed original quantity
- Drives amount calculation
Example: 15 pieces (when debiting 15 out of 4000)
Validation:
- Cannot exceed Original Qty
- Must be greater than 0
- Must be whole number for countable items
- Decimal allowed for measurable items (kg, liters)
Unit Price
Description: Price per unit from bill
Type: Currency (read-only)
How It Works:
- Inherited from original bill
- Displayed for reference
- Cannot be changed
- Used in amount calculation
Example: ₹40.00
Notes:
- Price locked from bill
- For price adjustments, use discount field
- GST exclusive amount
Discount (%)
Description: Discount percentage on line item
Type: Percentage
Required: No
How It Works:
- Inherited from original bill
- Additional discount can be applied
- Calculated on: Debit Qty × Unit Price
- Reduces taxable amount
Example: 0%, 5%, 10%
Calculation: Discount Amount = (Debit Qty × Unit Price) × (Discount % ÷ 100)
GST Rate
Description: Goods and Services Tax rate
Type: Percentage (read-only)
How It Works:
- Auto-filled from original bill
- Based on item's HSN/SAC code
- Shows CGST+SGST or IGST
- Cannot be changed
Example: 18% (shown as 108 for CGST+SGST split)
Tax Type:
- Intra-state: CGST 9% + SGST 9% = 18%
- Inter-state: IGST 18%
Amount
Description: Line total debit amount
Type: Currency (calculated)
How It Works:
- Auto-calculated from other fields
- Includes discount, excludes tax
- Read-only field
Calculation: Amount = (Debit Qty × Unit Price) - Discount Amount
Example: ₹600.00
Address Fields
Billing Address
Description: Your company's billing location
Type: Text block (read-only)
Source: Company settings
Contains:
- Company name
- Complete address
- City, state, pincode
- GSTIN
Purpose:
- Legal billing entity
- GST compliance requirement
- Appears on debit note document
Shipping Address
Description: Supplier's delivery/collection location
Type: Text block (read-only)
Source: Original bill
Contains:
- Supplier company name
- Delivery address
- City, state, pincode
Purpose:
- Reference to original delivery
- GST determination (inter-state vs intra-state)
- Matches bill for consistency
Summary Fields
Sub Total
Description: Total debit amount before tax
Type: Currency (calculated)
How It Works:
- Sum of all line item amounts
- Excludes GST
- Base amount for tax calculation
Calculation: Sub Total = Σ (Debit Qty × Unit Price - Discount) for all items
Example: ₹600.00
Tax Amount
Description: Total GST being debited
Type: Currency (calculated)
Components:
- CGST amount
- SGST amount (for intra-state)
- Or IGST amount (for inter-state)
How It Works:
- Calculated on sub total
- Proportional to debited quantities
- Broken down by tax type
Calculation: Tax Amount = Sub Total × (GST Rate ÷ 100)
Example: ₹108.00 (18% of ₹600)
Total Debit Amount
Description: Final debit note value
Type: Currency (calculated)
How It Works:
- Sub Total + Tax Amount
- This amount debited from supplier
- Available for applying to bills
Calculation: Total = Sub Total + Tax Amount
Example: ₹708.00
Impact:
- Reduces supplier accounts payable
- Creates debit balance for supplier
- Can be applied to future bills
Status Field
Debit Note Status
Description: Current state of debit note
Type: Badge (system-managed)
Possible Values:
Pending (Orange):
- Debit note created
- Not applied to any bill
- Full amount available
- Action needed to apply
Partially Applied (Gray):
- Some debits used
- Balance still available
- Can apply to more bills
- Track remaining balance
Applied (Green):
- Fully utilized
- No balance remaining
- All debits exhausted
- No action needed
How Status Changes:
- Created: Pending
- Apply partial debits: Partially Applied
- Apply remaining debits: Applied
Debits Field
Available Debits
Description: Remaining unused debit balance
Type: Currency (calculated)
How It Works:
- Starts at Total Debit Amount
- Reduces as debits applied to bills
- Shows remaining balance
- Becomes ₹0.00 when fully applied
Calculation: Debits = Total Debit Amount - Σ Applied Amounts
Example:
- Total Debit: ₹23,600.00
- Applied: ₹5,555.00
- Remaining Debits: ₹18,045.00
Terms & Conditions
Terms & Conditions
Description: Debit note specific terms
Type: Text area (multi-line)
Required: No
Default Value: System default T&C (if configured)
How It Works:
- Add debit-specific terms
- Appears on debit note PDF
- Can override or supplement defaults
- Communicates debit usage rules
Common Terms:
- Debit validity period
- Usage restrictions
- Return conditions
- Recovery policies
Example: "This debit note is valid for 90 days from issue date. Debits can be applied to future bills only. Supplier must collect returned goods within 7 days."
Application Fields
Bill Number (in Application)
Description: Bill where debit is being applied
Type: Dropdown
How It Works:
- Shows supplier's unpaid bills
- Select bill to apply debit
- Multiple bills can be selected
- Each gets separate application entry
Applied Amount
Description: Debit amount applied to specific bill
Type: Currency (input)
Required: Yes
How It Works:
- Enter amount to apply
- Cannot exceed bill pending balance
- Cannot exceed available debits
- Multiple applications tracked separately
Validation:
- Amount > 0
- Amount ≤ Bill Pending Balance
- Total applications ≤ Available Debits
Full Payment Checkbox
Description: Apply full bill pending amount
Type: Checkbox
How It Works:
- Check to auto-fill full pending amount
- Validates sufficient debits available
- Quick way to fully settle bill
- Unchecking allows manual entry
Document Attachments
Documents
Description: Supporting files attached to debit note
Type: File upload (multiple)
Supported Formats:
- PDF documents
- Excel spreadsheets (.xlsx, .xls)
- Word documents (.docx, .doc)
- Image files (.jpg, .png, .pdf)
Maximum Size: 10 MB per file
Common Attachments:
- Return delivery challan
- Quality inspection reports
- Supplier email acknowledging return
- Photos of defective goods
- Return authorization forms
How to Attach:
- Click Documents tab
- Select file or drag-and-drop
- Files stored in Vault
- Accessible from detail view
Field Validation Rules
| Field | Validation Rule | Error Message |
|---|---|---|
| Supplier Name | Must be selected | "Please select a supplier" |
| Bill# | Must be selected | "Please select a bill" |
| Debit Note Date | Cannot be future date | "Date cannot be in future" |
| Debit Note# | Must be unique | "Debit note number already exists" |
| Debit Qty | Cannot exceed Original Qty | "Debit quantity cannot exceed billed quantity" |
| Debit Qty | Must be greater than 0 | "Quantity must be positive" |
| Applied Amount | Cannot exceed Available Debits | "Insufficient debits available" |
| Applied Amount | Cannot exceed Bill Pending | "Amount exceeds bill balance" |
Field Dependencies
Understanding how fields interact:
Supplier → Bill:
- Selecting supplier filters available bills
- Only that supplier's bills appear
Bill → Items:
- Selecting bill loads bill line items
- Items cannot be added if not on bill
Debit Type → Items Editability:
- Full Debit: Items auto-populated, quantities read-only
- Partial Debit: Select items and edit quantities
Debit Qty → Amount:
- Changing debit quantity recalculates line amount
- Also recalculates GST proportionally
All Line Items → Sub Total:
- Sum of all line amounts
- Updates automatically as items change
Sub Total → Tax Amount:
- Tax calculated on sub total
- Changes when sub total changes
Sub Total + Tax → Total Debit:
- Final debit note value
- Available for application
Total Debit - Applications → Available Debits:
- Remaining balance to apply
- Updates after each application
Need help? Contact support at support@bizconnekt.com