ANTE User ManualDebit Notes
A debit note lowers what you owe a supplier after their invoice has been recorded: goods went back, the price was corrected, or the supplier gave a rebate. You raise a debit note against the vendor invoice instead of voiding it. The books show the correction as its own document, accounts payable goes down, and the vendor invoice's balance falls when you apply the debit to it. No cash moves.
Overview
Every debit note belongs to a supplier and, usually, to the vendor invoice it corrects. It has lines like a vendor invoice, a written reason, and the same statuses as a credit note:
| Status | What it means |
|---|---|
| Draft | Saved but not booked. It can be edited or deleted, and nothing in the ledger has changed. |
| Issued | Booked. Payables are reduced. Whatever has not been applied to a vendor invoice yet is an open debit. |
| Applied | The whole debit has been used up against vendor invoices. |
| Cancelled | Reversed with a contra voucher. Anything it had applied is given back, so the vendor invoice owes that amount again. |
Getting There
Go to Treasury → Payables → Debit Notes. You can also open a vendor invoice and use Create debit note in its Debit notes section: the form opens with that invoice and its supplier already filled in.
The Debit Note List
The cards count the notes that are Draft, Issued and Fully applied and show the Debit not yet applied. Search by debit note number, supplier or invoice, filter by status or by the Multibook chip, and click a row to open the note.
Viewing a Note
The detail page shows the number, status and Multibook chip, the supplier and the vendor invoice it corrects (with the supplier's own invoice number), the dates, the reason, the lines and their VAT, and the note's Total, Applied and Remaining. Open voucher goes to the ledger voucher an issued note posted.
Common Tasks
Writing a Debit Note
- Start the note
Click New debit note, or use Create debit note on the vendor invoice. Pick the supplier first: the invoice list then shows that supplier's posted invoices.
- Fill in the headerSupplier*searchWho the debit is from. Changing the supplier clears the vendor invoice.Vendor invoicedropdownThe invoice this note corrects, shown with its balance. Optional: leave it empty for a debit that is not tied to one invoice. Draft and voided vendor invoices are not offered.Reason*textWhy the debit is raised, for example Damaged goods returned to supplier.Note date / Posting date*dateThe document date, and the date the note is booked in the ledger (an open accounting period).Tax modedropdownVAT Exclusive or VAT Inclusive, the same as on the vendor invoice.Currency / Rate to company currencytextLeave empty for your company currency. For a foreign-currency note enter the code and the rate.
- Add the lines
Pick an item (optional) and type a description, quantity, unit price, discount and VAT type. Under the item you can also choose the expense account the line credits back; left empty, the company's purchases expense account is used.
- Save
Save draft keeps it as a draft; Save and issue books it. If you named a vendor invoice, an issued note is applied to it automatically as far as its balance allows.
| LinesTax mode VAT Exclusive, VAT type VATable | 4 × 2,500.00 | |
|---|---|---|
| Subtotal (base) | = | 10,000.00 |
| Input VAT at 12% | + | 1,200.00 |
| Debit note total | = | 11,200.00 |
| Ledger entryThe mirror image of the vendor invoice, with the supplier on the payable line | DR Accounts payable 11,200.00 · CR Expense 10,000.00 · CR Input VAT 1,200.00 |
Applying a Debit to a Vendor Invoice
Open the issued note and click Apply to vendor invoice. Choose a vendor invoice of the same supplier that still has a balance and the amount; it starts at the smaller of the debit left and the invoice balance and cannot exceed it. The invoice's balance goes down as if it had been paid, but no fund account is touched.
| Amount applied | Invoice balance after | Debit left | Note status |
|---|---|---|---|
| 2,000.00 | 28,000.00 | 9,200.00 | Issued |
| 11,200.00 (all of it) | 18,800.00 | 0.00 | Applied |
One note can be applied to more than one vendor invoice: apply part of it, then open the note again and apply what is left to another invoice of the same supplier. The note lists every application under Applied to invoices, and each vendor invoice shows only the amount this note applied to it. Cancelling the note gives each invoice its own amount back.
Cancelling a Debit Note
Click Cancel note. A draft is discarded. An issued note is reversed with a voucher on the Reversal date you choose, anything it had applied is given back to the vendor invoices, and if it is in Multibook it is reversed there too. A cancelled note cannot be reissued.
Multibook
Once the Multibook segment list has been pulled, every line has an optional Segment pick (clear it to leave the line without one). The segment you choose is the one sent to Multibook for that line; without one, the branch mapping or the company default segment applies. Companies without the segment list see no Segment column. If the Multibook rate book has no rate for the posting date, ANTE's own rate is used and a notice on the document says so.
For a company connected to Multibook, an issued debit note is sent as a vendor-invoice document of the debit note document type you chose in Settings → Multibook → Invoices, referring to the original supplier invoice. Multibook posts the journal itself and the note shows a chip such as In Multibook · DM0004.
The Vendor debit note document type list offers only vendor document types whose Multibook invoice type is Debit Note. Until one is chosen, an issued debit note stays in ANTE and the sync report says the document type is missing.
Debit memos made in Multibook come into ANTE as read-only debit notes marked From Multibook and cannot be changed here. They travel with the Invoices step of Multibook sync.
A debit note corrects the money. If goods really went back to the supplier, adjust the stock separately.
How It Connects
Set up first
- Vendor Invoice — a debit note corrects a posted vendor invoice of the same supplier.
- Multibook settings — the Invoices card holds the debit note document type.
Gets its data from
- Vendor Invoice — Create debit note on an invoice opens this form pre-filled.
- Multibook sync — debit memos made in Multibook come in as read-only debit notes.
Feeds into
- Vendor Invoice — an applied debit lowers the invoice's balance to pay.
- Aging Report (Payables) — the lower balance is what the aging report ages.
- Journal Vouchers — issuing posts a voucher that reduces payables and the expense and input VAT.