Introduction

Batch Debit Notes are used to record any Credit Notes received from Suppliers not related to returns of product previously invoiced. This type of entry is ideal for recording charges and administration costs not associated with product management.

Each line entered represents a separate credit note (or debit from your perspective), which is directly posted to the relevant Supplier account and to the General Ledger. You can reuse the same external reference on each line if you have multiple lines to record for the same credit note (e.g.: with separate amounts to be coded to different GL codes).

Saving partially entered Batches

You can save a partially entered Batch by closing the program. Do not click Clear Batch or Post Batch. The next time you open the Batch Debit Note program, the partially entered Batch will display and you can enter additional lines or else click Clear Batch to start again. 

Creating a Purchase Batch Debit Note

1. Go to Purchases > Batch Invoices > New Batch Debit Note.

2. In Batch Debit Note, complete the following:

• Account: The dropdown displays your Suppliers (Vendors). Enter all or part of the account code. For example, if you type in "A" in this field, the Suppliers (Vendor) with an "A" in the Supplier (Vendor) code or Name will display. Once you select a Supplier, some fields autofill with information from the Supplier's Master record.

• GL Acc: The default comes from the Supplier (Vendor) Master Record. As with the Supplier (Vendor) Account field, you can search by code or name. Both code and description display. To edit your GL ACC, go to Purchases > Suppliers and click on your Account Code. Under the Account settings tab, go to the GL Account field and select the account. Click Save. 
• BI Code: Select the specific BI Code that each line should post to from the dropdown. You can also search by typing in a character from the code, Dimension or Element. Add new codes by clicking + Add new BI Code. 
  • If the Supplier (Vendor) account has a default BI Code, this is the default, but you can override it.
  • If the Supplier (Vendor) does not have a default BI Code, this field will appear blank. If you want one, choose from the dropdown.
  • If the Supplier (Vendor) does not have a default BI Code and you do not enter one, but the GL Account has one, then it will use the GL BI Code.
  • The BI Code you enter will override the default Supplier (Vendor) and General Ledger BI Codes.

• Date: This is the Debit Note transaction date. It defaults to today’s date, but you can change it to a past or future date. If you enter a future date, you will receive a notification.
• Ref: Enter a reference number. You can use the same reference number to batch Debit Notes together for easy reference. Entering a reference number also makes it easy to search for the Debit Note on the system audit trail.
• Description: Enter a Description of the Debit note here. This will help identify the purpose of the Debit Note in later searches.
• Net Amt: The net amount is the value of the Debit Note before Tax.
• VAT:  Enter or choose the Tax Code from the dropdown. To set up new VAT (Tax) codes, go to Setup > Code Maintenance > Taxes.
• VAT Amt: The VAT (Tax) amount is calculated from the Tax Rate for the tax code and the Net Amount. To override it, double-click on the tax amount field and enter the new amount. A warning will display if this amount is more than 0.10 above the originally calculated value. This is only a warning and will not prevent posting. 
• Line Total: The Total Amount is the sum of the Net Amount plus the Tax Amount. 
• Exchange Rate: If a foreign currency account is selected, you can enter the relevant exchange rate for the transaction here. The default exchange rate shown is the current exchange rate stored in the Codes Maintenance screen, but you can override this for this transaction if necessary. The exchange rate entered here will determine the base currency value of this invoice when posted. 

• Sub Total:  This is the Net total of all the lines. This appears in both the Supplier Currency and the Base Currency.
• VAT Total: This is the VAT (Tax) total of all the lines. This appears in both the Supplier Currency and the Base Currency.
• Total: This is the VAT (Tax) plus the Net amounts of all the lines. This appears in both the Supplier Currency and the Base Currency.
• Clear Batch: If you have saved lines when you open the screen you can remove all the lines permanently and start fresh. 

Viewing, editing, and reversing posted Batch Purchase Debit Notes

Viewing a Batch Purchase Debit Note

1. Go to Purchases > Batch Invoices. Here you will see a list of all posted Purchases Batch Invoices and Batch Debit Notes.
2. To see the Batch Debit Notes, under Type choose PN as a filter.
3. To edit your Debit Note, click the Reference to open Transaction Details.

Editing a Purchase Batch Debit Note

1. Go to Purchases > Batch Invoices. Here you will see a list of all posted Purchases Batch Invoices and Batch Debit Notes.
2. Click the Reference to open Transaction Details. In the Details tab, click the pencil icon and make your changes.
3. Click Process Edits.

Reversing a Purchase Batch Debit Note

1. Go to Purchases > Batch Invoices. Here you will see a list of all posted Purchases Batch Invoices and Batch Debit Notes.
2. Click the Reference to open Transaction Details.
3. Click Reverse. The reversed transactions are auto-allocated.

See:

How Do I Amend, Cancel or Delete Transactions?‍