The Debit Note is a document issued by a supplier or subcontractor to revise or correct previously issued invoices. It allows correction of overcharges, service deductions, retention adjustments, or settlement entries related to supplier or subcontractor invoices.
This document ensures that supplier liabilities reflect the correct payable amount after any post-invoice corrections.
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Item - Specific work or service line
Content -Describes the work or service performed, often linked to WBS.
Quantity (UOM)-Number of units involved, with unit of measure.
Price -Unit Unit price for the item or service.
Discount % -Percentage Percentage discount applied to the item, if any.
Discount -Amount Amount of discount applied.
Amount -Total Total value before VAT and retention; calculated as Quantity × Price minus Discount.
VAT% -Applicable Applicable VAT rate for the item.
Total (before Retention) -Total Total amount including VAT, before applying retention.
Retention -Percentage Percentage of the amount withheld as retention, based on contract terms.
Retention VAT -VAT VAT component of the retention withheld.
- VAT Amount -Monetary Monetary value of VAT for the item.
- Total -Net Net payable amount after applying VAT and retention.
Project Task -Specific Specific task or activity within the project that this item relates to.
Project WBS -Work Work Breakdown Structure code linking the item to a project task or subtask.
Subcontract WBS -Code Code that links the expense to the subcontractor’s part of the project for tracking costs.
Department -The The internal department responsible for the expense, usually shown with code and name.
Expense Item - The type of cost or GL account used to classify the expense.
Business Activity -The The area of work the expense relates to, such as subcontracting, procurement, or internal services.
Customer Order -Links Links the expense to the client’s order or deliverable that it supports.
Cost Object -Optional Optional field to connect the expense to a cost center, asset, or internal tracking unit.
Comments -Notes Notes or references for internal use, documentation, or audits.
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A debit note is issued to revise or adjust the deduction amounts applied to an invoice received from subcontractor.
Item - Name of the item.
Content - Brief description of the item name.
Quantity - Number of units being debited or deducted.
UOM (Unit of Measure) - The unit used to measure the quantity.
Price - Price per unit of the item.
VAT % - VAT rate applied to this item.
VAT Amount - VAT calculated based on the price and quantity.
Deduction Amount - Total value of the deduction before VAT (Quantity × Price).
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This tab shows how the debit note amount is automatically applied or settled against related payments and documents:
Advance -Indicates Indicates if the debit note adjusts a previously made advance payment.
Is Deductions - Shows amounts from earlier deductions (like penalties or withholding) included in this debit note.
Document - The original invoice or document linked to this debit note.
Purchase Order -Reference Reference to the purchase order tied to the original invoice or transaction.
Amount - The debited amount related to the original document.
Accounts Payable GL Accounts -General ledger accounts affected by the debited amount.
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In. Doc# - Unique reference number for the debit note.
From Date - Date when the debit note is issued.
Department - Internal division issuing the debit note.
Responsible - Employee responsible for the transaction.
Reason -Explains Explains the reason or justification for issuing the debit note.
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