Finding Debit Notes

A Debit Note is a note/record created as a request to a supplier to send you a Credit Note, in order to recoup a buying deficit when a supplier has invoiced you for an amount in excess of the value of goods you purchased.

For example, say you order and receive goods with a value of £100. When registering the supplier's invoice (see Purchase Invoice Registration And Matching) you discover they have invoiced you for £110. In this situation you may raise a Debit Note to issue to the supplier, so that they can issue you with a Credit Note worth the value of the difference (£10 in this example). See Registering A Buying Loss.

You may use the Finder to:

• show details of your Debit Notes;

• locate a specific Debit Note; and

• open a Debit Note record for viewing/editing.

Displaying Debit Notes In The Finder

To show Debit Notes in the Finder:

• From the Home tab: under search, select Debit Notes.

   

  

   

• Or: From the main menu: select Edit > Search, then select Debit Notes.

   

  

   

• Or: In the Finder: click the 'down' arrow on the Search... button and select Debit Notes from the menu.

   

  

   

Your Debit Note records will be listed in the Finder, showing the Debit Note Document number, Status (i.e. Printed / Not Printed), value and currency; the customer Name and Account number; plus the related Purchase Order number and Order Type (i.e. Stock / Directs):

Note: You may change the sequence of records displayed - see Changing The Search Sequence.

Browsing Debit Note Records

If more than one page of records is displayed in the Finder you may click the blue arrow keys on the Finder Toolbar to scroll through pages of records and/or enter/select a page number. For example, entering 40 will show the 40th page of results. See Browsing Records in The Finder.

You may select the Branch which issued the Debit Note using the Branch menu on the Finder Toolbar.

Opening A Debit Note From The Finder

To open the required record from the Finder, either:

• Click the Document hyperlink of the record you wish to open.

• Or: Right-click on the line of the record, then select the View... option.

The record will open in a new tab. For further details see Registering A Buying Loss.

Other Available Hyperlinks

The following hyperlinks are also available in this Finder. Click:

• Account: To open the Customer record associated with this Debit Note

• Purchase Order: To open the Purchase Order associated with this Debit Note

Changing The Sequence

You may wish to alter the sequence in which the records are displayed in the Finder. To do this:

1.      Click Advanced on the Finder Toolbar.

2.      The Search menu shows the current order in which records are displayed. To change the sequence, select an alternative option from the menu.

Debit Notes have the following Search options:

• Document: Display Debit Notes (and search results) in Document (i.e. Debit Note number) order.

• Account: Display Debit Notes (and search results) in Account order.

You may also change the sort order by selecting either A to Z or Z to A.

3. Click the search (magnifying glass) icon  on the Finder toolbar. The records will be re-sequenced.

Searching For A Specific Record

To find a specific record without having to browse through pages of records:

1.      Type an appropriate search term into the search field on the Finder Toolbar.

The search term you enter should relate to the Search option selected - see above. For example, if the Search option is Document then enter all or part of the Debit Note/document number.

Note: You may click the down arrow within the Search field to view and select a recent search.

2.      Click the search (magnifying glass) icon  on the Finder toolbar.

The records will be re-sequenced in the Finder, with the nearest matching record displayed at the top.

Filtering Debit Notes

You may use filters to control which records are displayed in the Finder. To filter Debit Notes:

1.      Click Advanced on the Finder Toolbar.

2.      By default, all Debit Note (a) Invoice Types and (b) Statuses are displayed in the results (i.e. all of the Invoice Type and Status fields are checked). To reduce the number of results you may wish to uncheck the following fields:

Invoice Type:

• All: Show Debit Notes of every Invoice Type

• Stock Orders: Show Debit Notes of the Invoice Type 'Stock Order'

• Directs: Show Debit Notes of the Invoice Type 'Direct Order'

Status:

• All: Show Debit Notes of every Status

• Printed: Show Debit Notes with the Status 'Printed'

• Not Printed: Show Debit Notes with the Status 'Not Printed'

You must ensure that at least one filter from each category listed above is selected, otherwise no results will be returned. For example, to show ONLY Directs (i.e. Debit Notes of the Invoice Type 'Direct Order'):

• Under Invoice Type, ensure only the Directs box is checked.

• Ensure All or at least one Status box is checked.

3. Click the search (magnifying glass) icon  on the Finder toolbar.

The selected records will be displayed in the Finder.

Note: To list all records again: check the All field(s) then click the search (magnifying glass) icon  on the Finder toolbar.

NEXT: Finding Despatch Notes