This is to create, edit or print sales debit note.
Sales Debit Note is used mainly as additional invoice to add the omitted items (involved physical stock movement), otherwise (if it involves only a change in amount) use A/R Debit Note instead.
To Create New Debit Note
Go to Sales > Debit Note
Click on Create A New Debit Note
Debtor: key in the first number/alphabet/keywords, OR click on the drop down arrow button, OR click on Search button to assign/select a debtor number.
To/Address: the info will be displayed according to selected debtor code.
Branch: specify the branch of this debtor (if any)
Reason: the reason why debit note is being issue.
D/N No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.
Date: system date is automatically captured, you may click to change.
Credit Terms: the default credit terms of this debtor will be displayed.
Sales Agent: assign a sales agent (if any). The default Sales Agent can be assigned in Debtor Maintenance.
D/N Type: select the debit note type (maintained at D/N Type Maintenance )
Our Invoice No: key in the related invoice number
to prompt the item search screen (F9). Type a keyword, select search criteria, click on Search. From the search result, check the check-boxes to select items to be included into the document, then click on OK.
Copy Whole Document: To copy the whole document to clipboard.
Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)
Copy as spreadsheet: To copy the item details and paste into spreadsheet.
Paste Whole Document: To paste the whole document from the clipboard.
Paste Item Detail Only: To paste some item details from clipboard.
Undo Master: To undo (reverse one step) the header section.
Apply Address: To apply different debtor/ creditor address which you have maintain in the address maintenance.
Can Transfer: If this is unchecked, this document will not be allowed to transfer to others document.
Edit MRU Items: to edit /delete historical descriptions (which was keyed in previously). MRU = Most Recently Used
Post To GL?: If this is unchecked, AR invoice will not be posted automatically (related to G/L). You can go to others post to G/L to post it manually later.
Post to Stock?: If this is unchecked, the stock will be not be affected when issuing the document.
Post Reallocate Purhcase By Project?: To allocate the purchase cost by project.
Calculate Discount on Unit Price: To calculate the discount based on unit price.
Rounding Method: There are 2 options for rounding, whole document rounding (ver3) and line by line rounding (ver 2).
Refresh Account No: This is to refresh the account no to the default account.
Profit Calculator: To show the profit margin of the item.
Show Selected Price Book Rules: To show price book rules of this item (maintained at Multi-Dimensional Price book).
Data Entry by Past Sales Records: This is used to create a new document by referring to what were sold in the past to a particular customer. See also Data Entry by Past Records.
Show Tax Summary: To show the summary of the tax.
Item Code: click on '+' sign to add a new row and select an item; you may key in the first few number/letters of the item code/description and select from the lookup screen.
Description: this is called detail description... will capture the item description automatically (amendable)
Further Description: click to view/edit Further Description of this item. (the default content can be maintained at Stock Item Maintenance)
UOM: the default unit of measurement will be captured;
Qty: key in the quantity.
Unit Price: the selling price will be captured (either Standard Selling Price or according to the setting in Tools > Options > Invoicing > Auto Price)
Discount: this is called column discount; you may key in the discount for any particular detail row. The discount could be a value (e.g. 5, 5.5, 10... ), a percentage (e.g. 5%, 5.5%, 10%), or a multi-level discount (e.g. 5+5.5, 5+5%, 5%+5%, 10%+5, 5%+5%+10, .... )
SubTotal: this is the line total (net)
GST Code: to show the GST code.
GST Rate: to show the rate of GST
GST: to show the amount of GST.
Total (ex): to show the subtotal before tax.
Total (inc): to show the subtotal after tax.
Subtotal (ex): to show the net total amount before tax.
Proceed new D/N: when this is checked, a fresh screen will be ready for new document upon Save; if unchecked will exit the transaction screen upon Save.
Click on Save & Preview,
Print Debit Note Listing