This tab provides general information about debit note: the type of the transaction, the entity involved, the supplier, its contract, currency, the document basis, and more data, which may depend on the configuration of your system.

First of all, in the Transaction Type field, select one of the following options:

• Goods Return: To register the return of the goods or services to the supplier.
• Invoice Correction: To register any corrections to the invoice that reduce the supplier payable amount.

This enables the fields appropriate for these transaction types on the form.

On this tab, the following fields are required: Company, Contract, Transaction Type, Entity, and Warehouse.

The "Debit Note (create)" form. The Main tab

In the Company field, you can select a company or other legal entity on behalf of which the debit note is created. Select it from the Companies list.

The Contract field is populated automatically with the default contract of the selected supplier. If necessary, you can select another contract of this supplier (to open the list of contracts, click in the Contract field, then select Show all).

<Auto> in the Number field indicates that an internal number for this document is assigned automatically when you save the document. The From field is populated automatically with the current business date. You can select another date, if necessary.

In the Entity field, select an entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on: Administration > Settings > General Settings. You can select your personal default entity to appear in documents; for this, refer to Personal Settings. If you have not selected your default entity, the entity, which was defined first, will be used as the system default value.

By using the Purchase Order field, you can link the debit note to a purchase order manually; for this, click the arrow button in the field, then click Show all. The list of purchase orders appears; only the orders for the same contract are shown in the list. If you need to link the returned items to multiple purchase orders, move the Purchase Order field from the Main tab to the table on the Inventory tab where it will appear as a table column. For this, use the Setting button on the toolbar (for more information, see Document Toolbar).

If this debit note was not generated for a specific invoice received, in the Basis box manually select the invoice received which is being corrected or adjusted by this debit note. Click the Fill in ()  button to copy the data to this note. If, after you edited the this debit note, you want to cancel the changes and reset to the initial details, use the Fill in (  ) button – the details from the basis document will be copied to the debit note.

In the Warehouse box, you can select the warehouse from which the goods should be returned (or their amounts or quantities corrected). If you need to return (correct) different items to different warehouses,  move the Warehouse field from the Main tab to the table on the Inventory tab where it will appear as a table column. For this, use the Settings button on the toolbar (for more information, see Document Toolbar).

You can link this debit note with a project from the projects list  if the Project Costing functionality is turned on on the Administration > Settings > Project Costing form.  If the items in this document were purchased for different projects, and you need to specify different projects for different items, you can move the Project field from the Main tab as a column to the table on the Inventory tab. For this, use the Setting button on the toolbar (for more information, see Document Toolbar).

If the Enable Project Tasks option is selected on the Administration > Settings > Project Costing form, you can link the entire document with a specific project task or document's line items with multiple project tasks. By default, the Project Task column is available on the Inventory and Services tabs. If needed, you can move it to the document header (the Main tab). For this, use the Settings button on the toolbar. 

You can use the Comment text box to provide any relevant information on this transaction.

Notice the hyperlink below the Warehouse field – AED* VAT Applied* Prices include VAT on the screenshot above. By clicking the hyperlink, you open the Prices and Currency dialog box and can view the taxation options, currency exchange rate and recalculate prices for the debit note.

The Generate Tax Credit Note Received button

For the saved debit note, you can generate a tax credit note received in one of the following ways:

• Enter the date and number of the tax credit note received from the supplier and click the Generate Tax Credit Note Received button at the bottom of the form.
• Click Generate > Tax Credit Note Received on the toolbar and then specify the date and the number of supplier's tax credit note.

All the details from this debit note will be copied to the tax credit note received.

The document totals and other Information

At the bottom of the form, the Total Due field shows the document total, and the VAT field shows the total VAT amount calculated for the debit note.

Also, at the bottom of the form, you can view who created this document and the current status of the document; it can be one of the following:

• New (document was created, but not recorded to the database)
• Not Posted (document was recorded, but not posted)
• Posted (document was posted)
• Marked for Deletion (document was marked to be deleted)

The toolbar buttons

After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to post the document without closing it or Post and close to post and close the document.

Use the Settings button to invoke the Document Settings dialog box that can be used to move the Project field or the Warehouse field, or other fields from the document header (the Main tab) as columns to the table on the Inventory or Services tab or back.

The Document Settings dialog box

Once you are done with option selection, click OK to save the settings and close the dialog box or Cancel to close the dialog box without any changes to the settings.

For descriptions of other buttons,  see Document Toolbar.