Debit Note

This article explains how to create a Debit Note in Qoyod to record a purchase return to a supplier, the actions available on it, and the options to refund the amount in cash or allocate it against an outstanding supplier Invoice.

What is a Debit Note

A Debit Note is a document the business issues to a Supplier to confirm that the business has a claim to recover from the supplier (for example, returning previously purchased goods).

Path in Qoyod

Purchases › Invoices › Debit Note › Create Debit Note

Steps

1. From the “Purchases” dropdown menu, open “Invoices”.
2. Click the “Debit Note” icon.
3. Click “Create Debit Note”.
4. Select the Supplier you purchased the item from.
5. Set the issue date of the note.
6. Select the Product to return and specify the quantity.
7. Add terms and conditions or notes (optional).
8. Attach a file such as a copy of the original Invoice (optional).
9. Click “Save and Approve” to issue the note.

Standardize the terms and conditions

To apply the same terms and conditions to all Debit Notes, set them from the Debit Note settings.

Actions available on a Debit Note

• View: review the note details.
• Print: print the note.
• Download PDF: download the note as a PDF.
• Allocate Debit Note: apply the note value to an outstanding (unpaid) supplier Invoice, which reduces the amount the business owes.
• Refund: recover the note amount in cash from the Supplier or record it on account.
• Delete: delete the note. Available only if the note has not been allocated and no refund has been processed through it.

Recovering the amount from the supplier via a voucher

When you receive the Debit Note amount from the Supplier, you can record the transaction by using “Create Voucher” from the vouchers section. The voucher updates the supplier balance and settles the note value.