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Debit Note is a document that we received from the creditor. This screen is used to make an adjustment of incorrect figure and additional charges to the purchase prices. If you receive a debit note from your creditor, it means that a creditor’s account will be debited with an amount of the additional charges, thus, showing an increase in the total outstanding of amount due.

 Ø Select the Creditor Debit Notes from Creditor menu bar.
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Creditor: This is your supplier. You can type in any keystroke to activate the basic search screen. You can select the supplier directly from the basic search screen by entering the exact supplier name. You can also click on button to search the supplier from Search Supplier search screen. To create a new supplier, please refer to Supplier Account setup.

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Currency: Click the combo box to select the currency code. Normally the system will prompt the currency code that you have selected in the Supplier Account’s Currency. Just enter the exchange rate for this bill.

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DEBIT NOTE NO: This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Invoice Voucher Number. If you want to change the format of the Creditor Debit Note voucher number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Creditor Debit Note number format field. Then, click the Save button.

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DATE: The date of this debit note.

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Supplier DN No.: Supplier’s debit note number.

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PURCHASER: Your company’s purchaser in charge. You may search for the existing code by clicking the combo box. If you want to create a new purchaser account, please refer to Purchaser (Accounts Payable) setup.

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TERM: The term of payment. e.g. 30 days, 60 days. If you wan to maintain a new credit term, please refer to Terms Manitenance setup.

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DESCRIPTION: The narration of this debit note. E.g. Undercharge for the INV0201-0001

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Acc Code: The debit posting account code. If you want to create another new purchase account code, please refer to Chapter 6 (QnE Manuals).

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Description: The narration of the account code.

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Amount: The debit note amount.

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Click the Save button to save the record.

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You can continue entering another new record without clicking the New button again. Or you can click Close button to close the window.

 Note: QnE Business Software will automatically perform the double entry posting once you had entered and save the debit note entry. Sometimes you may want to enter a new debit note that is similar to an existing debit note. The system allows you to copy an existing debit note to a new debit note. To do this, first of all, you need to search for the debit note that you want to copy from. Then change the debit note number and other information accordingly. Finally, click the Save button. The system will prompt you a dialog box to ask you whether you want to save it as a new record. Click the Yes button to approve this command or No to save only the modification of the existing debit note. On the other hand, you can point to the Debit Note No. and right click on it the system will prompt an option “Copy from Previous Document”. Just select the debit note number that you wish to copy from.