Overview
A Debit Note is an adjustment to an account. A Debit note is created when a change is made to a transaction that has already been saved.
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Revenue Management ► Debit Notes
Debit Notes Field Description
| Fields | Descriptions |
| Code | Unique identification code of credit note. |
| Fiscal Year | Fiscal year to which the debit note relates. |
| Fiscal Period | Fiscal period to which the debit note relates. |
| Voucher Date | Date of the voucher is mentioned in this field. |
| Aging Date | The default value is the current system date, but the user can modify it. The Aging Date keeps track for reference in the Aged Receivables Report and in statements. |
| Collection Agency | Collection agency code is to be mentioned in this field. |
| Workflow Status | Field updated by the system. Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, Approval requested, Approved, Cancelled and Rejected. |
| Posting Status | It is automatically updated by the system according to the transactions the possible values are Saved, Tem Saved. |
| Temp # | Serial Number generated by the system when the voucher is Temp Saved. |
| Not Posted Reason | The user selects a reason for not posting the voucher when the voucher is Temp Saved, it cleared automatically when the voucher is completely saved. |
| Batch Number | It shows the batch number for Journal Voucher Id. |
| Customer | Customer code is mentioned in this field. |
| Currency | To allow the user to select the Voucher Currency. If the Currency is defined in the relevant Customer, then Default is the Customer’s Currency, else Default is Domestic Currency. |
| Exchange Rate | This field shows the latest active exchange rate for the selected currency which is linked to Expenditures. |
| Is Template? | To indicate if the Invoice can be used as the template for recurring vouchers. |
| Template Name | Template name for the debit note that can be used for retrieval. |
| Recurs on Next Period? | An indicator to automatically duplicate the Invoice next period and Temp Save it upon period closing. The default value is No. |
| Amount (Domestic) | This field displays the Total domestic amount of all Debit Note Items. The default value is Zero |
| Amount (Foreign) | This field displays the Total foreign amount of all Debit Note Items. The Default value is Zero. |
| Tax Amount (Domestic) | It displays the Total Domestic Tax amount of all Debit Note Items. |
| Tax Amount (Foreign) | It displays the Total Foreign Tax amount of all Debit Note Items. |
| Total Amount (Domestic) | The system displays the total Domestic amount including the total tax Domestic amount. |
| Total Amount (Foreign) | The system displays the total Foreign amount including the total tax Foreign amount. |
| Received Amount (Domestic) | The system updates the Received Domestic Amount here when a Receipt Voucher applied against the current Debit Note is created and approved. The default value is Zero. |
| Received Amount (Foreign) | The system updates the Received Foreign Amount here when a Receipt Voucher applied against the current Debit Note is created and approved. The default value is Zero. |
| Outstanding Amount (Domestic) | The system updates the total domestic outstanding amount automatically. |
| Outstanding Amount (Foreign) | The system updates the total foreign outstanding amount automatically. |
| Journal Entry Voucher | This field shows the ID of the JV auto-generated when the Debit Note is approved. JV ID will be populated by the system. |
| Revenue Debit Notes Classification | This feature allows the user to classify the Invoice accordingly. The user selects the revenue debit note using the drop-down feature. |
| Is Automatically Generated? | It indicates if the Debit Note was Automatically Generated by the system through other function or manually created by the user, The default value is False. |
| Paid Status | It updates automatically by the system when a Cash Receipt is received against the Debit Note. The Possible values are No, Partial, Yes. |
| Payment Method | It updates automatically if defined within the Customer information otherwise, the default value fetches from the Revenue voucher. |
| Payment Location | It displays the value as per the selected customer information if it is available. If it is not available in customer information then it shows the location from the selected institution or from revenue parameter. |
| Payment Mode | It displays the mode of the payment from the customer information or selected institution. If not available there then it shows from revenue parameter. |
| Bank Account | Government’s Bank Account where the payment will be Deposited. Only Bank Accounts (linked to the selected treasury bank account) having the currency same as the voucher currency will be allowed. |
| Offset Code | Offset Code information of account receivables. If Selected GL Offset code has a currency, such currency should match with the currency of this Debit Note. If it doesn't have a currency, then it can be used with any voucher currency. |
| Payment Term | Displays the payment information term. It is automatically updated by the system within the customer information. |
| Is On Hold? | It indicates the information if the debit note is no hold. By default value is No. |
| Created By | User information who creates the debit note. It displays the user id of the creator. |
| Created On | Date of debit note creation. |
| Approved By | Information of the user who approved the debit note. |
| Approved On | Date of the debit note approval. It automatically updated by the system. |
| General Ledger Template | It displays as per the requirements when the user has selected the Is Accounting feature. |
| Revenue Debit Note Template | Collection of one to many Debit Note line items |
| Origin | Voucher source information. |
| Description | A brief description of the debit note. |
Overview
Supporting documents for Debit Note is added through this tab.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Consecutive number auto generated by the system. It will be unique within the system. Visible to the user. |
| Attachment Classification | The format of the attachment. It allows the user to select the document type. |
| Title | Title of the attachment. |
| Description | A brief description of the attachment. |
| Attachment | It allows the user to select the attachment file. |
| Date Time | It displays the current system date and time of the attachment creation. |
| Date | Attachment date selects the date from the calendar feature. |
| User | User information of the attachment creation. |
Overview
Debit Note Item for debit note gets added through this screen.
Debit Note Item Tab Field Description
| Fields | Description |
| Serial Number | The serial number of Debit note item tax information. |
| Amount (Domestic) | Amount of tax in domestic currency. |
| Amount (Foreign) | Amount of tax in foreign currency. |
| UACS | Coding block of Debit note item tax information. |
| Description | Description of Debit note item. |
Overview
Debit Note Applied Items details.
Debit Note Applied Items Screen Fields and Tabs
| Fields | Descriptions |
| Item Number | It is auto-generated item serial number starts with 1 for every new Debit Note Item. |
| Is On Account Settlement | To indicate if the Debit Note is not applied against any invoice. If it is selected then some features disabled i.e. Applied invoice number, Original Outstanding Domestic Amount etc... |
| Revenue Invoice | The Invoice Number that the Debit Note is applied to. It allows the users to select the outstanding invoice from the list. |
| Revenue Invoice Payment Detail | It shows the Revenue invoice payment details. |
| Original Domestic Amount | Its updated by the system and display the outstanding Domestic amount of the selected payment item. The outstanding amount must be the net amount of the payment after calculating the Interest or Discount. |
| Original Foreign Amount | Its updated by the system and display the outstanding Foreign amount of the selected payment item. The outstanding amount must be the net amount of the payment after calculating the Interest or Discount. |
| Applied Domestic Amount | Domestic Applied Payment amount to be entered by the user. The Default value shows the Original Outstanding Domestic Amount. |
| Applied Foreign Amount | Foreign Applied Payment amount to be entered by the user. The Default value shows the Original Outstanding Foreign Amount. |
| Net Domestic Amount | The system calculates the net domestic amount. |
| Net Foreign Amount | The system calculates the net foreign amount. |
Overview
Information regarding tax for debit note item is done through this screen.
Debit Note Item Tax Information Screen Fields
| Fields | Description |
| Serial Number | The serial number of Debit note item tax information. |
| Tax | Tax is to be selected from the lookup button. |
| Is Tax Included in Price? | Whether the tax is included in the price is mentioned in this field. |
| Tax Percentage | Percentage of tax or the rate of tax is mentioned in this field. |
| Tax Amount (Domestic) | Amount of tax in domestic currency. |
| Tax Amount (Foreign) | Amount of tax in foreign currency. |
| Added / Deducted | Whether the tax amount is added or deducted is mentioned in this field. |
Overview
Payment details regarding debit note is recorded from this tab.
Debit Note Payment Details Screen Fields
| Fields | Description |
| Serial Number | Serial number of Debit note payment detail. |
| Payment Due Date | Due date of payment of debit note. |
| Payment Amount (Domestic) | Payment amount in domestic currency. |
| Payment Amount (Foreign) | Payment amount in foreign currency. |
| Interest Rate | Rate of interest charged. |
| Interest Date | Date from which interest is applicable. |
| Applies Interest on Original Value? | Whether interest is applicable on original amount, is mentioned in this field. |
| Interest Amount (Domestic) | Interest amount in domestic currency. |
| Interest Amount (Foreign) | Interest amount in foreign currency. |
| Is Interest Applied? | Whether interest is applied in payment amount, gets mentioned in this field. |
| Discount Rate | Rate of discount is mentioned in this field. |
| Discount Date | Date upto which the discount is applicable, is mentioned in this field. |
| Applies Discount on Original Value? | Whether discount is applied on original amount, is mentioned in this field. |
| Discount Amount (Domestic) | Amount of discount in domestic currency. |
| Discount Amount (Foreign) | Amount of discount in foreign currency. |
| Net Payment Amount (Domestic) | Net amount to be paid in domestic currency. |
| Net Payment Amount (Foreign) | Net amount to be paid in foreign currency. |
| Received Amount (Domestic) | Amount received in domestic currency. |
| Received Amount (Foreign) | Amount received in foreign currency. |
| Outstanding Amount (Domestic) | Outstanding amount in domestic currency. |
| Outstanding Amount (Foreign) | Outstanding amount in foreign currency. |
| Reference Number | Reference number for debit note, is added in this field. |
| Cheque Date | Date on which the cheque is issued. |
| Credit Card Number | Id number of credit card. |
| Credit Card Expiry Date | Read Only Field gets updated by the Payment function. It is non-mandatory field. |
| Credit Card Confirmation Number | Confirmation number of Credit card. |