Setup Example – Supplier Debit Notes
- Supplier Debit Notes are credits received from suppliers when:
- You return goods to them.
- The goods were short delivered.
- You queried the price and they agreed to a reduction.
- The debit note numbers are typically generated by the suppliers. In QuickEasy BOS, either the debit note number or reference field can be used to record the supplier’s debit note number.
- The General > Transaction Number setting determines whether you can edit the number field or whether it is generated.
- Edit: You can enter the original debit note number in the number field.
- Generate: Supplier debit notes are allocated a system number. You must use the Reference field to enter the original debit note number.
- The General > Transaction Number setting determines whether you can edit the number field or whether it is generated.
- Either statuses (awaiting debit note) or numbers (number pending) can be used as placeholders to indicate a debit note is due but not yet received.
- Copy and edit supplier invoices to create debit notes, to ensure the debits and credits end in the same ledger account.
- In this example, the returned stock is reserved while the debit note is Pending (the Reserve resolve). When the debit note is set to Complete, a Goods Returned (Suppliers) transaction is created automatically; the stock stays reserved until it is completed.
💡This page provides an example of a Transaction Type setup for Supplier Debit Notes.
In this example, Supplier Debit Notes are posted to the ledger (Dr Supplier, Cr Stock on Hand).
Header
- Description: Supplier Debit Notes
- Code: SUP DN
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Supplier Debit Notes.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Credit Type | Select from a dropdown list of account types. The options are:
| Ledger | Always |
| Accounting > Currencies | Select which currencies apply to the Transaction Type. The options are:
| All | If you use multiple currencies. |
| Accounting > Debit Type | Select from a dropdown list of account types. The options are:
| Supplier | Always |
| Accounting > Default – Credit Account | Select a default account from the dropdown list. | Stock on Hand | If you want to specify the account that must be credited. |
| Accounting > Default – Price includes VAT | Checkbox. If checked, the price includes VAT. Determines how VAT is calculated.
| Check the box. | If you specifically want to use VAT-inclusive prices. |
| Accounting > Default – VAT Category (Input/Output) | Select a VAT Category from these options:
| Input – (e.g. Supplier Debit Notes) | Always if you are registered for VAT. |
| Accounting > Default – VAT Type | Select a default VAT Type for the Transaction Type from a dropdown list of all the created VAT types. | Standard | Always if you are registered for VAT. |
| Accounting > Enable Accounting | A checkbox. If checked, accounting is enabled. If unchecked, transactions are created in the module and not posted to the ledger. | Check the box. | Always |
| Accounting > Pricing | Select a pricing option from the dropdown list:
| Supplier Price | Always |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type (e.g. This Month, Pending). | Select an option from the dropdown list. | The default filter is:
|
| General > Add Items from the following Categories | Limits the items that can be added to those in the selected categories. Click Edit in the Value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added to a supplier debit note. |
| General > Add to Followers | Select Follower options from the dropdown list. Multiple options can be selected:
| Check the boxes for all the groups you want to send the debit note to. | If you want multiple people to receive a copy of the debit note when it is emailed. |
| General > Contact Lookup | Select which contact fields are included when you select a contact for a transaction from the dropdown list. The options are:
| Select the applicable option from the dropdown list. | If you want to select the contact by position or location. |
| General > Enable Artwork | Checkbox. If checked, artwork is enabled and can be uploaded to an item on a transaction as an attachment. | Check the box. | If you want to show the artwork on the debit note. |
| General > Enable Assets | Checkbox. If checked, you can select an asset from a dropdown list. | Check the box. | If you want to enable assets on supplier debit notes. |
| General > Enable Company | Select what type of company should be in the header:
| Suppliers (All) | Always |
| General > Enable Entities | Select an option from the dropdown list:
| Branch | If you want to allocate Supplier Debit Notes to a branch. |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column and enter the lookup entries, one per line. Check the Auto Height box to show the full lookup list. | If you want staff to select a reference from a lookup list instead of entering one. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the Transaction Type is first created. The options are:
A warning appears on the orange warning bar if you enter a duplicate transaction number.
This setting cannot be changed if transactions exist. | Edit (Text) | If you want to enter the supplier debit note number in the document number field. |
| Inventory > Enable Resolves | Specify what must happen to inventory items. The options are:
| Reserve | If you return goods to the supplier (the stock stays reserved until the Goods Returned – Suppliers transaction is completed). |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | Select an option from the dropdown list (e.g. Items to prevent custom entries). | If you want to limit the items that can be added to a debit note. |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
This example has no categories. If you want to sort your Supplier Debit Notes (e.g. by reason, such as returned goods, short delivery or price difference), create your own categories. Supplier Debit Notes are created by copying Supplier Invoices, and the category is copied with them. You can change the category on a copied transaction, but it is easy to forget, so it is best to use the same categories as the Transaction Type they are copied from. See Transaction Categories Tutorials.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although the copy involves two transactions, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
Supplier Debit Notes can also be copied from Supplier Invoices (see Setup Example – Supplier Invoices).
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
