Debit vendors

A debit note lowers what you owe a vendor. You raise one when you send goods back, when a bill charged too much, or when the vendor agrees an allowance. A posted bill is never edited, so a debit note is also how you correct one. In Axon Suite the debit note is also the document that sends goods back to the vendor.

Debit a bill

Debit against the bill whenever there is one, so the bill’s balance falls with it and the debit note carries the bill’s prices.

1. Go to Payables ‣ Transactions ‣ Debit notes and click New debit note.
2. Pick the Vendor.
3. On the Lines tab, click Debit from bill. The panel lists the vendor’s posted bills that still have something left to debit.
4. Pick the bill. Its lines are ticked, each with the quantity still debitable.
5. Untick the lines you are not debiting, and lower the Qty on a partial debit.
6. Click the button that adds the lines, for example Add 2 lines.
7. Enter the number of the vendor’s own credit note, if they sent one, in Vendor invoice no., so you can match the two later.
8. Click Save draft.

The debit note takes the bill’s currency, exchange rate, payment term, posting profile, warehouse and discount, and debits each line at the bill’s price. The bill’s number shows above the lines, and on the note’s Related tab once it is saved.

Field	What it sets
Subsidiary	The company the debit belongs to. It cannot change once saved.
Vendor	Who is debited. On a note drawn from a bill, it is the bill’s vendor.
Date	The debit note’s date, which decides the fiscal period it posts in.
Currency and Exchange rate	Taken from the bill; on a note with no bill, from the vendor.
Payment term	Taken from the bill; on a note with no bill, from the vendor.
Vendor invoice no.	The number of the vendor’s credit note, when they sent one.
Warehouse	Where stocked items leave from when the note posts.
Reference	Your own reference, such as a return authorisation number.

The Notes tab holds Vendor notes, where you can say why the debit is raised, and Internal notes.

Debit a vendor without a bill

Raise a debit note on its own for a rebate or an allowance that belongs to no single bill.

1. Click New debit note and pick the Vendor.
2. On the Lines tab, pick the item in Item / description, and enter the Qty and Unit price of the debit.
3. Click Save draft.

Note

A debit note with no bill lowers the vendor’s balance, but is not set against any bill: their bills keep showing their full Balance due, and a payment cannot use the debit. Debit against the bill when you can.

Post a debit note

1. Open the draft from Payables ‣ Transactions ‣ Debit notes and check it.
2. Click Post, then Confirm.

The debit note shows Posted. Its journal entry takes the amount off the payable and the reclaimable tax, the vendor’s balance falls, and the bill it debits shows the amount under Credited and a lower Balance due. A debit note cannot take more off a bill than the bill has left.

Caution

Posting sends every stocked item on the note out of the warehouse as a vendor return. That is right when goods go back, and wrong when you only correct a price. To debit money alone, use an item that is not stocked, such as a service item for price adjustments.

On the posted note, Applied and Remaining under the lines do not yet show what the note took off a bill; read that on the bill itself, under Credited.

Example

A hardware shop sends back 10 faulty drills from a bill of 30. It debits the bill for the 10 drills: they leave its warehouse as a vendor return, and the bill’s Balance due drops by their price and tax. A month later the same vendor agrees a 50.00 allowance for a late delivery; the shop raises a debit note with one line for a service item, Allowance, so no stock moves.

Void a debit note

Void a debit note posted by mistake. The reversal books on the date you give.

1. Open the posted debit note and click Void.
2. In Date, enter the date the reversal books on.
3. Click Confirm.

The debit note shows Void, the vendor’s balance rises again, the bill it debited is owed again, and stocked items it sent back come back into the warehouse.

Messages you may meet

Message	What to do
The document it credits is gone, or has less left to credit than this asks for.	Lower the quantities. The bill has already been debited, in part, by another note.
The accounting period is closed.	Use a Date in an open period.
A movement states the warehouse the stock moves in.	The note holds stocked items but no Warehouse. Pick one and post again.