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Adding, Editing, Deleting, Releasing, Reverting & Printing Purchase Debit Note in Ginesys Web

Owned by Aparajita Basu Roy
Last updated: Jun 27, 2022
7 min read

A debit note, also known as a debit memo, is issued from a buyer to their seller to request a return of funds due to incorrect or damaged goods, purchase cancellation, or other specified circumstances.
Debit Notes and Credit Notes are inevitable parts of retail business due to the process of returns. In GST regime, it is thus crucial for businesses to account for them. A debit note is similar to a credit note, except it’s issued from the buyer's side. In other words, A debit note acts as a buyer's formal request for a credit note from the seller. The document serves as evidence to support a purchase return in the accounting books of a buyer. Therefore, debit notes are issued before a credit note can be created by the supplier.

GST and Purchase Debit Note

Note: A purchase debit note can be raised by a buyer also when the goods received are in excess of amount shown in transit, the taxable value shown in the invoice is more than the actual or tax charged is more than the actual. However, under GST, purchase debit note furnished by a buyer will only be considered for revision in the values of an invoice. The same has to be accepted by the recipient for the corresponding impact on input tax credit on the supply.

 Add Purchase Debit Note

Prerequisites

  1. The users' role must have access to the Add app operation in the Purchase Debit Note feature in Procurement - Operation - Invoicing through Roles in Ginesys Web - Admin - Security.

  2. Document Numbering Scheme must be present for the module.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Invoicing > Purchase Debit Note.

  2. Purchase Debit Note module will open.

  3. All the previously created Documents will be listed here.

  4. Click on Add button.

  5. Purchase Debit Note window will open.



  6. You will get group of icons at the top right corner of the window



    1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.

    2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.

    3. Print Barcode: Clicking on the Down Arrow beside this icon, you will get Print Preference option. This option is used to print barcode.: 

    4. Attachments: You can Upload some required documents from this option.

    5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 

    6. Open Side Panel: Clicking on this, you will get the details of the current Purchase Debit Note as follows:

      1. Document Summary:  In this section you will get the details of Selected Items, Purchase Type, Owner Site, Modified by etc. 

      2. Customer Details: You will get the Selected Customer Details like Address, Contact Details, Tax Region, Debit Limit, Overdue Amount etc. 

      3. Customer Statistic: This section describes the Delivered not Invoiced amount, Outstanding Amount, Last Invoice Date etc. 

  7. You will get three sections - General, Item Information and Others. 

  8. General:



    1. Select the Owner Site (Mandatory Field) for which you want to create the Purchase. By default, it will be populated with the connected site.(Owner Site wise General Ledger selection is applicable).

    2. Select Debit Note No. from the drop down list (Mandatory Field).

    3. Select the Destination Site (Mandatory Field) from the Destination Site Pop-Up form. Trade Group, Customer Ledger, Sub Ledger, Customer, Status etc will be auto-populated as per Destination Site selection. You can change the Trade Group, Purchase Term and Ledger.

    4. System date will be populated in the Date field (Mandatory Field). You can change the date as per your requirement. You can only select the past date from the system date but not any future date.

  9.  Item Information:



    1. You will get Item Selection option.

    2. Items window will open.

    3. You will get three options to add items - Select Item, Scan Item and Import Barcode. Select item through any one of the option. 

    4. The item will be populated with Barcode, HSN Code, Quantity, Inv. Amount etc. 

    5. You will get Quick Population option - Amount and Percentage.

    6. You need to put value according to the selected option. 

    7. Click on the Populate button. 

    8. The Item(s) will be populated in the Item Information of the main window Barcode, HSN Code, Quantity, Inv Amount etc.

    9. If you click on the  button left side of the populated item, you will get a drop down list. 
    10. You will get Delete Record, Item Charge and View Properties.
      1. Delete Record: You can delete the populated item from the list as per your requirement.

      2. Item Charge: The charges applied on the particular item will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile. 

      3. View Properties: You can check the item details by clicking on this option. It will open the Item Master window but you cannot edit any details. 
  10. Now you need to calculate Charge. Click on the Calculate Charge button. But even if you skip this step, charges applied will be automatically calculated on saving the form.

  11. Charge will be calculated and the final amount after charge application will be populated as Net Amount.

  12. If you click on any applicable charge, Applicable Item window will open. You can alter the charge factor if you have enabled the proper user profile setting. 

    The applicable charge amount or discount amount will be divided between all the items. 
     

    Note: If you want to calculate the charge of Adhoc items, you need to select Term Name in the General section. Otherwise you will get a message - "Term selection is required to calculate charges of items without Order. Please select Term to calculate charges."

    The charge will be calculated as per the Term selected.

    If you save the Purchase Debit Note without charge calculation, you will get an alert message - "Charge is not calculated yet. On saving this entry, Charge will be automatically calculated based on selected Term. Please confirm to proceed."

  13. Others:

    1. You can also put in Remarks field in Others section.
  14. Click on the Save button to save Purchase Debit Note. You will get a  message "Document <Purchase Debit Note No.> saved successfully."
 Edit Purchase Debit Note

Prerequisites

  1. The users' role must have access to the Edit app operation in the Purchase Debit Note feature in Procurement - Operation - Invoicing through Roles in Ginesys Web - Admin - Security.

  2. Purchase Debit Note must be created.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Invoicing > Purchase Debit Note.

  2. Purchase Debit Note module will open.

  3. Select the Purchase Debit Note you want to edit.

  4. You can use Filter to search particular Purchase Debit Note.

    Note: If you select multiple Purchase Debit Note, you will get the Edit option disabled. You cannot edit multiple Purchase Debit Note at a time.

  5. Go to Action > Edit.

  6. Edit: Purchase Debit Note window will open.


  7. You will get the Ledger View and Adjust document to adjust document and get a overall ledger view.



  8. You can modify Destination Site. You will get a message - "Change of Destination Site will clear the entry. Please confirm". 

  9. You can add or remove item(s).

  10. Click on the Save button to save the modified Purchase Debit Note. 

  11. You will get a message - ""Document <Purchase Debit Note No.> saved successfully."".

    Information



    You will get Show Message, Delete and Revert icon in the Edit mode with others icons at the top right corner of the window. 

    Show Message: You will get a message regarding edit of  Purchase Debit Note. 

    Delete: You can Delete the  Purchase Debit Note from the Edit Mode by clicking on this icon.

    Revert: You can Revert the  Purchase Debit Note from the Edit Mode by clicking on this icon.

 Delete Purchase Debit Note

Prerequisites

  1. The users' role must have access to the Delete app operation in the Purchase Debit Note feature in Procurement - Operation - Invoicing through Roles in Ginesys Web - Admin - Security.

  2. Purchase Debit Note must be created.

  3. Purchase Debit Note must be Un-Posted.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Invoicing > Purchase Debit Note.

  2. Purchase Debit Note module will open.

  3. Select the Purchase Debit Note you want to delete.

  4. You can use Filter to search particular Purchase Debit Note.

  5. Go to Acton > Delete. 

  6. You will get a message - "Document once deleted cannot be retrieved. Please confirm."

  7. If you click on Yes, you will get a confirmation message "<Purchase Debit Note No:> - Successfully deleted".


 Release Purchase Debit Note

Prerequisites

  1. The users' role must have access to the Release app operation in the Purchase Debit Note feature in Procurement  - Operation - Invoicing through Roles in Ginesys Web - Admin - Security.

  2. Purchase Debit Note must be created.

  3. Purchase Debit Note must be Un-Posted.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Invoicing > Purchase Debit Note.

  2. Purchase Debit Note module will open.

  3. Select the Purchase Debit Note you want to release.

  4. You can use Filter to search particular Purchase Debit Note.

  5. Go to Action > Release. 

  6. You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "Debit No <Purchase Debit Note No:> - Released Successfully".


 Revert Purchase Debit Note

Prerequisites

  1. The users' role must have access to the Revert app operation in the Purchase Debit Note feature in Procurement - Operation - Invoicing through Roles in Ginesys Web - Admin - Security.

  2. Purchase Debit Note must be created.

  3. Purchase Debit Note must be Un-Posted.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Invoicing > Purchase Debit Note.

  2. Purchase Debit Note module will open.

  3. Select the Purchase Debit Note you want to revert.

  4. You can use Filter to search particular Purchase Debit Note.

  5. Go to Acton > Revert. 

  6. You will get a message - "Selected document(s) will be un-posted, and finance postings done will also be reverted. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "Debit no <Purchase Debit Note No:> - Reverted Successfully".


 Print Purchase Debit Note

Prerequisites

  1. The users' role must have access to the Print app operation in the Purchase Debit Note feature in Procurement - Operation - Invoicing through Roles in Ginesys Web - Admin - Security.

  2. Purchase Debit Note must be created.

  3. Printer must be connected and installed.

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Invoicing > Purchase Debit Note.

  2. Purchase Debit Note module will open.`

  3. All the previously created Document.

  4. Select the Purchase Debit Note you want to print.

  5. You can use Filter to search particular Purchase Debit Note.

  6. Go to Acton > Print. 

  7. You will get previously created template.

  8. Click on the required template to print.

  9. A new window will open.

  10. The document will be printed. 

    Note: You can print using Print Preference.

Total Debit / Credit Amount can be apportioned to the selected items of the tagged invoice from version 12.4.4 onwards.