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How to View Debit Notes

Overview​

The Debit Note list view displays all issued debit notes with key information including status, amounts, and application details. You can search, filter, expand for details, and perform actions on debit notes from this screen.

Prerequisites​

  • User has Finance module access
  • Debit notes exist in the system

Accessing Debit Note List​

From left sidebar, expand Finance and click Debit Note.

The system displays the debit note list page with all debit notes.

List View Layout​

Top Action Bar​

View Debit Note:

  • Shows currently active list view
  • Default view shows all debit notes

Search Box:

  • Search by debit note number, supplier name, bill number
  • Type to filter results in real-time
  • Search across all visible columns

+ Add Debit Note:

  • Creates new debit note
  • Opens debit note creation form

Understanding Columns​

ColumnDescriptionPurpose
▶ Expand IconClickable arrow to expand rowView detailed information in three tabs: Items, Debit Note Applied, Documents
Debit Note DateDate debit note was createdChronological tracking and accounting period reference
Debit Note#Unique identifier for debit noteReference number for supplier communication and records
Supplier NameSupplier receiving the debitIdentify who has debit balance
Bill#Original bill being debitedLinks debit to source transaction
StatusCurrent state of debit noteShows if debit is Pending, Partially Applied, or fully Applied
AmountTotal debit note valueFull debit amount including GST
DebitsRemaining unused debit balanceAmount available for applying to bills
ReasonWhy debit was issuedQuick reference: Purchase Return, Defective Goods, Price Adjustment, etc.
ActionQuick action icons👁️ View detail, ✏️ Edit (if allowed), ⋯ More options

Status Badges​

StatusColorMeaningNext Action
PendingOrangeDebit created but not applied to any billApply debits to outstanding bills
Partially AppliedGrayPart of debit used, balance remains availableApply remaining debits or wait for future bills
AppliedGreenFull debit amount utilizedNo action needed, debit fully reconciled

Expanded Detail View​

Click on any debit note row to expand and view three tabs of information:

Items Tab​

Shows line items included in the debit note:

ColumnDescription
Item NameProduct description with item code
Original QtyQuantity from original bill
Debit QtyQuantity being debited
Unit PricePrice per unit from bill
Discount (%)Discount percentage applied
GST RateTax rate percentage and amount
AmountLine total debit amount

This tab shows exactly what items were debited and in what quantities.

Debit Note Applied Tab​

Shows bills where debit has been applied:

ColumnDescription
Bill#Bill number where debit applied
Applied DateDate debit was applied to bill
Applied AmountDebit amount used against this bill
StatusShows "Applied" with green badge

If No Applications:

  • Displays "No debit note applications available"
  • Status remains Pending
  • Full debit amount available for use

Multiple Applications:

  • Debit note can be split across multiple bills
  • Each application listed separately
  • Total applications should equal debit note amount

Documents Tab​

Shows attached supporting files:

  • List of uploaded documents with filenames
  • Click to download or view
  • Typically includes: Return challan, quality reports, approval emails

If No Documents:

  • Shows "No documents available"

Slide-Out Detail Panel​

Click 👁️ View icon or click debit note row to open right-side detail panel.

Header Section​

Supplier Information:

  • Company name with initial circle
  • GSTIN with tax scheme identifier
  • Complete registered address
  • City, state, pincode, country

Debit Note Summary:

  • Debit Note# with status badge
  • Debit note date
  • Total amount

Action Buttons:

  • Edit - Modify debit note (if status allows)
  • ⋯ More - Additional options dropdown
  • ✕ Close - Close detail panel

Bill To Section​

Your company's billing details:

  • Business name
  • Complete address
  • Used for GST compliance

Ship To Section​

Supplier's shipping address:

  • Delivery/collection location from original bill
  • May differ from billing address

Debit Note Details​

FieldDetails
Bill#Original bill being debited
Payment TermsTerms from original bill (for reference)
ReasonWhy debit was issued
ReferenceSupplier reference number if provided

Item Details Table​

Comprehensive view of debited items:

Table with columns: #, Item Name, Original Qty, Debit Qty, Unit Price, Discount (%), GST Rate, Amount

Each row shows one line item with all pricing details.

Financial Summary​

Right side totals section:

  • Sub Total - Amount before tax
  • Tax Amount - GST debit amount
  • Total - Final debit note value

Quick Actions Menu​

Click ⋯ in Action column for additional options:

Available Actions​

Download PDF:

  • Generates formatted debit note document
  • Professional layout with company branding
  • Includes all item details and GST breakdown
  • Send to supplier or save for records

Mark as Cancelled:

  • Cancels the debit note
  • Reverses accounting entries
  • Debit no longer available for application
  • Cannot be undone
  • Use when: Debit issued in error, supplier disputed debit

Attach:

  • Upload additional documents
  • Add supporting files after creation
  • Access document management

Applying Debits​

How to Apply Debits to Bills​

For debit notes with Pending or Partially Applied status:

Step 1: Locate debit note with available balance

  • Check Debits column shows value greater than zero
  • Status should be Pending or Partially Applied

Step 2: Click ⋯ in Action column

Step 3: Select Apply Debits from dropdown

Step 4: Apply Debits dialog opens showing:

Supplier Information:

  • Supplier name
  • Debit Available - remaining balance
  • Debits Applied - amount already used (if any)

Bill Selection Table:

ColumnDescription
Bill NumberOutstanding bills for this supplier
PO#Related purchase order reference
Bill DateWhen bill was created
Due DatePayment due date
Total AmountFull bill value
Pending AmountOutstanding balance on bill
Debits AppliedInput field to enter debit amount
FullCheckbox to apply full pending amount

Step 5: Enter debit amounts

For each bill you want to apply debits to:

  • Manually enter amount in Debits Applied field
  • Or check Full checkbox to apply entire pending amount
  • System validates you don't exceed available debit balance

Step 6: Review total

Bottom shows:

  • Total: Sum of all debits being applied
  • Must be less than or equal to Debit Available

Step 7: Click Apply button

System applies debits and updates:

  • Bill pending amounts reduced
  • Debit note status updated
  • Debits column shows remaining balance

Step 8: Confirmation

Success message displays. Debit applications recorded in Debit Note Applied tab.

Column Customization​

Click Action (column settings icon) in table header to customize columns.

Column Settings Panel:

  • Select All checkbox enables all columns
  • Check/uncheck individual columns to show/hide
  • Drag columns to reorder
  • Reset to Default restores original layout

Available Columns: All standard columns plus:

  • GST Number
  • Reference Number
  • Notes
  • Created By
  • Modified Date

Sorting and Filtering​

Sort Columns:

  • Click column header to sort ascending
  • Click again to sort descending
  • Sort arrow indicates current order

Common Sorting:

  • Debit Note Date (newest first)
  • Amount (highest value first)
  • Status (to group by status)
  • Supplier Name (alphabetical)

Search Filtering:

  • Type in search box
  • Filters across all columns
  • Instant results as you type
  • Clear search to reset

Common View Scenarios​

Scenario 1: Finding Pending Debits to Apply​

Goal: Apply unused debits to outstanding bills

  1. Navigate to Debit Note list
  2. Sort by Status column
  3. Look for Pending or Partially Applied status
  4. Check Debits column for available balance
  5. Note supplier name
  6. Click ⋯ More and select Apply Debits
  7. Choose bills to apply debits against
  8. Submit application

Scenario 2: Verifying Debit Applied to Bill​

Goal: Confirm debit note was applied correctly

  1. Search for debit note by DN# or supplier name
  2. Click to expand debit note row
  3. Switch to Debit Note Applied tab
  4. Verify bill number appears in list
  5. Check Applied Amount matches expectation
  6. Check Status shows Applied
  7. Note Applied Date for records

Scenario 3: Tracking Supplier Debit Balance​

Goal: See total debits available for a supplier

  1. Search supplier name in search box
  2. List filters to show that supplier's debit notes
  3. Check Debits column for each debit note
  4. Add up all debits to get total balance
  5. Note which bills can be adjusted
  6. Plan debit application strategy

Scenario 4: Reviewing Debit Note Details Before Supplier Call​

Goal: Discuss debit with supplier

  1. Search debit note by DN# or bill number
  2. Click 👁️ View to open detail panel
  3. Review Items tab - know what was debited
  4. Check Reason - recall why debit issued
  5. Note Debit Note Date for timeline reference
  6. Check Documents tab for supporting files
  7. Download PDF to email supplier if needed

Scenario 5: Month-End Debit Note Report​

Goal: Summarize debits issued this month

  1. Sort by Debit Note Date (newest first)
  2. Filter to current month dates
  3. Note total number of debit notes
  4. Sum Amount column for total debits issued
  5. Count by Reason to analyze debit patterns
  6. Export or screenshot for reporting
  7. Review high-value debits for approval verification

Understanding Amount vs Debits​

Amount Column:

  • Total debit note value
  • Fixed amount, doesn't change
  • Includes GST
  • Represents full debit issued

Debits Column:

  • Remaining available balance
  • Decreases as debits applied
  • Shows unused portion
  • Becomes ₹0.00 when fully applied

Example:

  • Debit Note Amount: ₹23,600.00
  • Debits Applied to BILL-1001: ₹5,555.00
  • Remaining Debits: ₹18,045.00

Status Lifecycle​

Debits move through statuses as they're used:

Pending → Partially Applied → Applied

Pending:

  • Just created
  • No debits used yet
  • Full amount available

Partially Applied:

  • Some debits used
  • Balance still available
  • Can apply to more bills

Applied:

  • Fully utilized
  • No balance remaining
  • All debits exhausted

Mobile/Responsive View​

List View on Mobile:

  • Key columns visible: DN#, Supplier, Amount, Status
  • Swipe left/right for more columns
  • Tap row to expand details
  • Tabs stack vertically

Detail Panel on Mobile:

  • Opens full screen
  • Scrollable content
  • Touch-friendly action buttons
  • Swipe down to close

Download PDF​

Professional debit note document includes:

  • Company header with logo
  • Debit note number and date
  • Supplier billing and shipping address
  • Complete item details with quantities
  • GST breakdown (CGST, SGST, or IGST)
  • Amount in words
  • Terms and conditions
  • Authorized signature space

Use for:

  • Sending to suppliers
  • Filing in records
  • Audit documentation
  • Email attachments

Tips & Best Practices​

Pro Tips

Review Pending debits weekly and apply to outstanding bills to keep accounts clean

Always verify bill number before applying debits to avoid wrong application

Use the expanded Items tab to confirm debit details when supplier has questions

Download PDF immediately after creation for emailing to supplier for faster acceptance

Sort by Debits column to quickly identify which debit notes have available balance

Check Documents tab before supplier calls to access return documentation quickly

Apply larger debit balances first to older bills to clear aged payables faster

Troubleshooting​

Issue: Debit note not appearing in list

  • Check if debit note was saved as draft vs submitted
  • Verify user has permission to view debit notes
  • Clear search box filter
  • Check if status filter applied

Issue: Cannot apply debits to bill

  • Verify debit note status is Pending or Partially Applied
  • Check Debits column shows available balance
  • Confirm bill belongs to same supplier as debit note
  • Ensure bill has pending balance greater than zero

Issue: Applied amount not reducing bill balance

  • Refresh the page to see updated amounts
  • Check if application was submitted vs cancelled
  • Verify debit applied to correct bill number
  • Review Payment Made module for payment conflicts

Issue: Debits column shows wrong amount

  • This is remaining balance, not total debit
  • Check Debit Note Applied tab for application history
  • Sum applied amounts to verify calculations
  • Contact support if discrepancy persists

Issue: Cannot download PDF

  • Check browser pop-up blocker settings
  • Ensure stable internet connection
  • Try different browser
  • Clear browser cache and retry

Need help? Contact support at support@bizconnekt.com