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

Owned by Aparajita Basu Roy
Last updated: Jun 28, 2022 by Subhasree Banerjee (Unlicensed)
6 min read

Humans errors in an entry or a transaction, leads to discrepancies and the reconciliation between the involved parties is required. This issue may arise due to a machine malfunction as well. Such an erroneous situation for services received in Retail business gives rise to the creation of Service Debit Notes or Credit Notes, wherever applicable. In GST regime, it is thus crucial for businesses to account for them. 

GST and Service Debit Note

Note: A service debit note can be raised by a buyer also when the services 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, service 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 Service Debit Note

Prerequisites

  1. The users' role must have access to the Add app operation in the Service Debit Note feature in Procurement - Operation - Purchase/Assets 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 > Purchase/Assets Invoicing > Service Debit Note.
  2. Service Debit Note module will open.
  3. All the previously created Documents will be listed here.
  4. Click on Add button.
  5. Service 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 Service 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 Vendor Name (Mandatory Field) & Reason (Mandatory Field)from the  Pop-Up form. 
    4. Select the Service Invoice No. (Mandatory Field) from the Destination Site Pop-Up form. Trade Group,Invoice Ref. Date,Invoice Ref. No,Reference Site,Term Name etc will be auto-populated as per Service Invoice No. selection.

    5. 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. Service Details:

    1. Click on the Add icon to add new row for service addition.
    2. Select Service from the drop down list.
    3. Quantity, Rate, Service Amount GST ITC Eligibility,Ledger will be auto populated as per Service selection.
    4. Site can be tagged from the Site button at the right corner of Service option.
    5. If you click on the  button left side of the populated Service, you will get a drop down list. 
    6. You will get Delete Record, Service Charge.
      1. Delete Record: You can delete the populated item from the list as per your requirement.
      2. Service Charge: The charges applied on the particular service 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.  
  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. Others:

    1. You can put in the remarks in the Remarks field. 

      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 Service 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. You will get the Ledger View and Adjust document to adjust document and get a overall ledger view.
  14. Click on the Save button to save Service Debit Note. You will get a  message "Document  <Service Debit Note No.>  saved successfully".
 Edit Service Debit Note

Prerequisites

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

Step-by-step guide

The process is divided into the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Purchase/Assets Invoicing  > Service Debit Note.
  2. Service Debit Note module will open.


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

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

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

  5. Go to Action > Edit.
  6. Edit: Service Debit Note window will open.
  7. All the details will be populated.
  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 Service Debit Note. 

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

 Delete Service Debit Note

Prerequisites

  1. The users' role must have access to the Delete app operation in the Service Debit Note feature in Procurement - Operation - Purchase/Assets Invoicing through Roles in Ginesys Web - Admin - Security.
  2. Service Debit Note must be created.
  3. Service 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 > Purchase/Assets Invoicing > Service Debit Note.
  2. Service Debit Note module will open.
  3. All the previously created Document will be listed here.
  4. Select the Service Debit Note you want to delete.

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

  6. Go to Action > Delete. 
  7. You will get a message - "Document once deleted cannot be retrieved. Please confirm."
  8. If you click on Proceed, you will get a confirmation message "Debit No. <Service Debit Note No:> - Document Deleted Successfully".

 Release Service Debit Note

Prerequisites

  1. The users' role must have access to the Release app operation in the Service Debit Note feature in Procurement  - Operation - Purchase/Assets Invoicing  through Roles in Ginesys Web - Admin - Security.
  2. Service Debit Note must be created.
  3. Service 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 > Purchase/Assets Invoicing > Service Debit Note.
  2. Service Debit Note module will open.
  3. Select the Service Debit Note you want to release.

  4. You can use Filter to search particular Service 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. <Service Debit Note No:> - Released Successfully".
 Revert Service Debit Note

Prerequisites

  1. The users' role must have access to the Revert app operation in the Service Debit Note feature in Procurement - Operation - Purchase/Assets Invoicing  through Roles in Ginesys Web - Admin - Security.
  2. Service Debit Note must be created.
  3. Service 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 > Purchase/Assets Invoicing  > Service Debit Note.
  2. Service Debit Note module will open.
  3. Select the Service Debit Note you want to revert.

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

  5. Go to Action > 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. <Service Debit Note No:> - Reverted Successfully".
 Print Service Debit Note

Prerequisites

  1. The users' role must have access to the Print app operation in the Service Debit Note feature in Procurement - Operation - Purchase/Assets Invoicing through Roles in Ginesys Web - Admin - Security.
  2. Service 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 > Purchase/Assets Invoicing  > Service Debit Note.
  2. Service Debit Note module will open.
  3. Select the Service Debit Note you want to print.

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

  5. Go to Action > Print. 
  6. You will get previously created template.
  7. Click on the required template to print.
  8. A new window will open.

  9. The document will be printed. 

    Note: You can print using Print Preference.