This article explains how to run the sales debit notes tax report in Qoyod, what data it shows, and how to filter it by date range and export it to an Excel or PDF file.
What is this report, and when do you use it?
A standalone tax report that gathers your approved sales debit notes into one table, under the tax reports in Qoyod’s accounting software. It is entirely separate from the credit notes report and the purchase debit notes report, so the figures of the two never mix during review. Use it in these cases:
- Reviewing the effect of debit notes on value-added tax before you prepare the tax return.
- Reconciling each note against the original tax invoice it was issued on.
- Checking the customer’s tax number on the notes issued to them, one of the required e-invoice fields.
- Pulling the totals of a specific period without adding the figures up by hand in an external file.
- Sharing the note data with your external accountant or with management as Excel or PDF.
See the release announcement for what was added.
Before you start
- The report shows approved notes only, so approve the note first for it to appear. See how to issue a sales debit note.
- The date range is read according to your business’s tax date setting, so the report filters the notes by issue date or by due date depending on what you selected in the settings. See setting the tax supply date for how that setting affects the tax reports.
The path in Qoyod
Reports › Tax reports › Sales debit notes tax report
Running the report
- Open Reports from the side menu.
- Choose the sales debit notes tax report under the tax reports section.
- Set the start and end dates of the period in the two date fields at the top of the page.
- Press search.
Above the table the report shows the business name, its tax number and the period you selected, so whoever receives the file knows the basis it was run on. To clear your selection and start again, press reset.
What the report shows
The report puts each approved debit note on one row, with these columns:
- Sales debit note reference: the note number in Qoyod.
- Original invoice: the sales invoice the note was issued against.
- Sales debit note description: the description written on the note.
- Customer name: the party the note was issued to.
- Reference number: the customer’s reference number in Qoyod.
- Customer tax number: the tax registration number recorded on the customer’s card.
- Issue date and due date: the note’s two dates.
- Sales debit note total before tax: the value of the note excluding tax.
- Tax amount: the value-added tax on the note.
- Sales debit note total: the final value after tax.
Totals in the report footer
The table footer shows a grand total for each amount column: the total before tax, the tax amount, and the final total. These totals are calculated on the filtered results rather than on every note, so what you read in the footer is the total of the period you selected and nothing else.
What the report does not show
- Draft notes never appear in the report.
- Notes awaiting approval do not appear either, until they are approved.
- Purchase debit notes and credit notes have their own reports and do not enter this one.
That is what makes the report fit for tax review: what you see in it is what was actually approved and affected your figures.
Exporting the report
- Apply the filter you need and press search.
- Press export below the table.
- Choose Excel or PDF.
The file is exported with the current filter, so you share one specific period without editing the file after you download it.
Who this report is for
- Finance teams: reviewing the effect of debit notes on tax ahead of the filing date.
- Accountants: reconciling each note against its original invoice.
- Businesses with many notes: that need a full period’s totals in a single report.
To review the tax entries themselves, see the tax journal report, and to review the full return, see how to calculate and verify your tax return. To follow one party’s movement across all of its documents, see the customer / supplier statement report.
Frequently asked questions
Do draft notes appear in the report?
No. The report shows approved notes only. Draft notes and notes awaiting approval never appear in it.
Does the report include purchase debit notes?
No. This report covers sales debit notes. Purchase debit notes and credit notes have their own separate reports.
Which date are the notes filtered on?
On the date set in your business’s tax date setting, so either the issue date or the due date depending on what you selected in the settings.
Do the footer totals cover every note?
No. The totals are calculated on the filtered results, so they change as you change the period you select.
What formats can I export the report in?
Excel or PDF, with the current filter exactly as it appears on screen.
How do I know which invoice a note was issued against?
From the original invoice column in the report, which shows the number of the sales invoice linked to each note.
