Debit Notes
A debit note records a purchase return - goods you bought and are sending back to a supplier, which reduces what you owe them. Unlike a sales invoice or credit note, a debit note is an internal document: it is editable, and it is not reported to the IRD.
A Credit Note is on the selling side - it reverses an invoice you gave a customer and is reported to the IRD. A Debit Note is on the buying side - it returns goods to your supplier. They point in opposite directions.
Because a debit note is an internal purchase-return record (policy 6.5), you can edit or delete it after saving - it is not frozen like an invoice. Editing it re-signs the document. Nothing is sent to the CBMS portal for a debit note.
Raising a debit note
- Open Debit Notes → NewThe form opens.
- Choose the supplierPick one (the name fills in) or type a supplier name directly.
- Reference the purchaseOptionally link the original purchase bill you are returning against.
- List the returned itemsAdd each item with quantity, rate and tax code.
- SaveThe debit note is numbered and signed. You can still edit it later if needed.
The form, field by field
Debit note header
| Field | Required | What to enter |
|---|---|---|
| Supplier picker | Optional | Pick the supplier from your parties list. Choosing one fills the Supplier Name. (Suppliers and customers share one master list.) |
| Supplier Name text | Yes | The supplier's name. Auto-fills when you pick one; type it for an unlisted supplier. |
| Date (BS) BS date | Yes | The debit note date, in Bikram Sambat. Unlike an invoice this is not auto-stamped - you enter it. |
| Purchase Invoice # picker | Optional | Link the original supplier purchase bill this return relates to. |
| Reason text area | Optional | Why the goods are being returned. Prints on the debit note. |
Returned items
One row per item being returned. Picking an item fills the description, unit, rate and tax code.
| Field | Required | What to enter |
|---|---|---|
| Item picker | Optional | Pick a saved item to auto-fill the row. |
| Description text | Yes | The item being returned. Auto-fills from the item; editable. |
| Unit text | Optional | Unit of measure. |
| Qty number | Yes | Quantity returned. Greater than zero. |
| Rate amount | Yes | The purchase price per unit. |
| Line Total calculated | Auto | Quantity × rate, read-only. |
| Tax Code picker | Optional | The VAT treatment of the line - VAT 13%, a custom rate, zero-rated or exempt. It sets the line's rate and taxable flag, so a return can mix rates just like an invoice. |
There is no per-line discount, document discount, terms or extra charges on a debit note - it is a straight return of items.
Totals
The note shows the live Taxable, Tax Exempt, VAT and Grand Total of the returned items, based on each line's tax code - the same way an invoice totals up. This is the amount your supplier credits back to you.
After you save
- The debit note gets a number and is signed.
- You can edit it (which re-signs it) or delete it - it is not locked.
- You can print, reprint, email and export it for your records and to send to the supplier.
- It is not sent to the IRD CBMS portal.