Creating Batch Purchase Item Debit Notes

Facilitating the entry of Supplier Credit Notes not relating to Products or Services.

Written By Grainne Reidy (Super Administrator)

Updated at November 2nd, 2023

Introduction

What are Batch Debit Notes?

Batch Debit notes are used for entering Supplier Credit Notes without details of Products or Services. Each line entered represents a separate Debit Note. At the end of the Batch, they post directly to the Supplier's (Vendor's) Accounts and the General Ledger. 
 

This type of entry is ideal for recording charges and administration costs not associated with product management.

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. 

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Creating a Purchase Batch Debit Note

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

 

  1. 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 tabgo 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.

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  • 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 the batch you are entering is for Foreign currency it is a default rate, but you can change it at any time. To change it, go to Setup > Codes Maintenance > Currencies. You can also change the rate on entry by entering the new rate required for this batch. This will update the base currency Sub Total, VAT Total, and Total. 
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Note

You can only enter Batches of Suppliers (Vendors) that have the same currency. If you try to enter a Supplier (Vendor) in another currency you will receive an error message.


 

  • 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. 
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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.

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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?‍ 

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