Audience: Procurement and accounts-payable teams
A debit note claims value back from a vendor — typically for a short delivery, damaged goods, or an overcharge.
Creating one
Go to Procurement → Debit Notes.
Select Create Debit Note.
Identify the vendor and the order or delivery it relates to.
Record the amount being claimed and the reason.
Submit it.
Tracking
The page shows Total Issued Amount, Total Debit Notes, Pending and Issued, with Overview and Action Required tabs.
Good practice
Raise the debit note close to the delivery, while evidence is fresh.
Reference the goods received note so the shortfall is traceable.
State the reason plainly — the vendor will see it.
Create a debit note from a GRN
Open Procurement → Debit Notes and select Create Debit Note . Select the Goods Received Note that contains rejected items. Confirm the debit-note date and add an optional external reference. Enter the reason and select the rejected items and quantities being claimed. Add any further notes, review the preview and total, then create the debit note.
A debit note is tied to rejected GRN items. If no rejected item appears, correct or complete the GRN before creating the debit note.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.
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