Before You Begin
To get started, ensure you have your username and password ready
Once logged in, you will land on the welcome screen
PREREQUISITES FOR DEBIT NOTE:
The delivery address for each supplier should be updated on their respective suppliers on supplier screen
The pickup location should be updated on organisation details
Note: This screen is specifically designed to help users search, edit debit note records
enhancing users ability to find accurate results efficiently.
1.1 SEARCH FOR DEBIT NOTES:
Step 1: ACCESS THE DEBIT NOTE SECTION
1. Navigate to the main menu and click on "Accounts"
2. Go to "Operations" and select "Debit Note"
Step 2: UNDERSTANDING THE SEARCH FIELDS
The Debit Note Search Screen allows users to generate detailed reports by applying filters across various parameters.
Inward Type: This dropdown allows the user to select a specific Inward Type. It helps in filtering the debit notes based on different types of inward transactions.
Supplier: This multiselect dropdown field allows the user to select Suppliers. It is useful for filtering debit notes related to specific suppliers.
Debit Note Number: This text field input lets the user enter a Debit Note Number to search for a specific debit note.
Debit Note From Date: This date picker field allows users to specify the start date for the range of debit notes they want to search for.
Debit Note To Date: This date picker field allows users to specify the end date for the range of debit notes they want to search for.
By using these filters effectively, users can efficiently find debit note records helping streamline the process of reviewing and auditing debit notes.
STEP 3: START SEARCHING
Once all necessary inputs are provided, click on Search to generate the report
Clicking on Search will fetch the Debit note records based on the selected filters, enabling users to quickly narrow down data according to their needs.
Clear Functionality: Selecting Clear will reset all the applied filters to their default values, ensuring a clean slate for a new search.
By leveraging these features, users can effortlessly tailor the Debit Note to their specific needs, enhancing overall compatibility and usability
STEP 4: UNDERSTANDING SEARCH RESULTS TABLES:
The Debit Note Search Results Table displays detailed records based on the applied filters. Below is an explanation of each column and its relevance:
View/Edit: This column allows users to view or edit a specific debit note record.
Generate Debit Note: This option creates a PDF document for a selected debit note.
Supplier: Displays the Supplier's name associated with the debit note.
Inward Type: Shows the Inward Type associated with the debit note.
Debit Note Number: Displays the unique debit note number for each record.
Debit Date: Shows the date when the debit note was created or issued.
Status: Displays the status of the debit notes (e.g., "Draft", "Approved", "Closed", "Pending")
1.2 ADDING DEBIT NOTES :
On the Debit Note Search page, there is an "Add Debit Note" button located on the top-right corner of the screen. Clicking on this button opens a new screen designed specifically for creating a new debit note.
Step 1: UNDERSTANDING THE FIELDS ON THE "CREATE" SCREEN:
Inward Type: (Mandatory) Dropdown for selecting a specific Inward Type with the following options:
1. Purchase Inward (from Store - Operations)
2. Service DC Inward (from Purchase - Operations)
3. Supplier Job Work Inward (from Purchase - Operations)
Supplier: (Mandatory) Single select dropdown for selecting Supplier.
Inward Number: (Mandatory) Multi select dropdown for selecting multiple inward numbers.
Debit Note Number: (Mandatory) A unique identifier for the debit note.
Debit Note Date: (Mandatory) A calendar field to specify the date when the debit note is created.
Transportation Mode: Dropdown to select the mode of transportation.
Vehicle Number: Text field for entering the vehicle number.
Supplier Delivery Address: Dropdown for selecting the delivery address.
Pickup Location: Dropdown for selecting the location.
Freight Charge: Numeric field for entering transportation charges.
CGST: Numeric field for inputting the percentage of CGST.
SGST: Numeric field for inputting the percentage of SGST.
IGST: Numeric field for inputting the percentage of IGST.
Notes: Text area to add additional notes related to the debit note.
Remarks: Text area for remarks regarding the debit note.
Attach File: Allows users to upload supporting PDF documents (up to 1MB) for debit notes
At the bottom of the fields, there are some buttons:
Draft: Saves the entered details as a draft for later editing or submission without finalizing the debit note
Approve: Finalizes the debit note and marks it as approved for processing
Cancel: Clears the entered details and exits the current screen without saving any changes
Get Line Items: Retrieves the line items based on the selected Inward Type, Supplier, and Inward Number which are mandatory to click this button
Clear: Resets the selections for Inward Type, Supplier, and Inward Number fields, allowing you to start fresh
Step 2: UNDERSTANDING FIELD VALIDATIONS:
On the Create Debit Note screen, the mandatory fields are Inward Type, Supplier, Inward Number, Debit Note Number, and Debit Note Date
The Inward Number dropdown remains empty until both the Inward Type and Supplier fields are selected to ensure user cannot select unrelated to selected supplier
If CGST and SGST are selected, then IGST is disabled; if IGST is selected, CGST and SGST are disabled
Clicking on Search will fetch the Debit note records based on the selected filters, enabling users to quickly narrow down data according to their needs
Clear Functionality: Selecting Clear will reset all the applied filters to their default values, ensuring a clean slate for a new search
Inward Type, Supplier, Inward Number are mandatory to select “Get Line Items” button and other mandatory fields are required when using the Draft or Approve buttons
If PDF of a Debit Note is generated, the fields Vehicle Number, Transport, Pickup Location and Delivery Address will only be included only if they have been provided.
Step 3: ADDING NEW DEBIT NOTE:
After filling the mandatory fields, click on "Get Line Items" to fetch the line items based on the selected filters
Once clicked, it will display the following columns to fill:
S.No: Serial number of the line item
Name: Name of the product in the selected inward
Inward Quantity: The quantity of items received
Already Debited Quantity: Quantity already debited for this product
Debit Category:(Mandatory) Category under which the debit is classified such as part, process and so on
Dispatch Status:(Mandatory) Status of the dispatch for the respective product such as Sent to Supplier, Product not sent, Product sent to scrap and so on
Debit Reason:(Mandatory)Text field for reason on initiating the debit note
Actual Debit Quantity:(Mandatory) Quantity being debited in the current transaction
Unit:(Mandatory) Unit of measurement for the product (e.g., number, percent, meter)
HSN Code:(Mandatory) Code for the product
Rate Per Unit:(Mandatory) Price per unit of the product
Total Value: The total amount is derived by summing up Rate per Unit × Actual Debited Quantity
Total Amount: Total calculated value for the debit quantity, incorporating by (Rate per Unit × Actual Debited Quantity) + Freight Charges
Applicable CGST, SGST or IGST percentages based on the selections. The total amount is derived by summing up these components to provide final debit amount
The mandatory fields to enable Draft and Approve buttons are Debit Category, Dispatch Status, Debit Reason, Actual Debit Quantity, Unit, HSN Code, and Rate Per Unit.
Click the Draft or Approve button saves the changes and redirects back to the search page
1.3 EDIT DEBIT NOTES:
Once you have performed a search and records are displayed based on your filters, you can edit any existing debit note directly from the search results
In the table view, you will see a "View/Edit" option for each debit note record. Clicking on "View/Edit" will open the selected debit note to modify the existing information
In the edit screen, you can modify the fields such as Inward Type, Supplier, Debit Note Number, Date, and other relevant details. Below the fields, you'll find options for:
Approve: Click to approve the debit note.
Cancel Debit Note: Click to cancel the debit note.
Cancel: Click to discard the changes and return to the search screen.
Step 1: ADDING PAYMENT DETAILS:
In the edit screen, there is an extra field called "Payment Details" which is a table used to manage payment-related information.
S.No: Serial number of the payment entry.
Delete: A button to delete a row in the payment details table.
Payment Method: A single select dropdown with options like Paid or Amount Reduced from PO. This field is mandatory.
Reference Number (If Reduced): A field where you enter the reference number if the payment method is "Amount Reduced from PO".
Payment Mode: A single select dropdown with options such as Cash, Cheque, and Net Banking.
Payment Date: A field for selecting the date the payment was made.
Paid Amount: The amount paid. This field is mandatory.
Remarks: Additional text for any relevant remarks related to the payment.
Step 2: PAYMENT CONDITIONS:
If the Payment Method is "Paid", the Payment Mode and Payment Date fields become mandatory.
If the Payment Method is "Amount Reduced from PO", the Reference Number field becomes mandatory.
You can add new payment record by clicking on "Add Payment" button. This will allow you to add multiple payment entries to the payment details table
In the Delete column, a "Delete" button will be displayed next to each row. Clicking on this button will delete the corresponding row from the payment details table
Once you've filled out the payment details, clicking on the "Submit Payment" button will save the changes and return you to the search screen
If the Paid Amount is equal to the total amount to be paid, the status of the debit note will be marked as Closed once you click on the "Submit Payment" button.
If the Paid Amount is less than the total amount to be paid, the status will remain as "Pending" indicating that there is still an outstanding balance.
That's It !! You’ve successfully learned how to Search and Add Debit Notes based on multiple filters using the DMeX app
For further assistance, please contact the Support Team