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Debit Notes

Overview​

The Debit Notes feature in the Centric System is used by customers to formally request a refund or adjustment from sellers. Common scenarios include incorrect or damaged goods received, purchase cancellations, or other specified conditions. Debit Notes ensure proper documentation and streamlined adjustments in financial records.

How to Access​

To access the Debit Notes section:

  1. Log in to the Centric System dashboard.
  2. From the left sidebar, navigate to Purchases.
  3. Click on Debit Notes.
  4. The Debit Notes List View will appear, showing all created debit notes.

1. Debit Notes List View​

The list view provides access to all issued debit notes. From this interface, you can:

  • View all debit notes with filtering by status or date.
  • Add new debit notes.
  • Edit/Delete existing debit notes.
  • Export debit notes in Excel or PDF format.

2. Creating a New Debit Note​

To create a new debit note:

  1. Click New Debit Note on the top-right corner.

  2. Fill in the required fields:

    • Vendor – Supplier to whom the debit note is issued.
    • Debit Note Date – The date of issuance.
    • Debit Note Number – Auto-assigned unique ID (editable).
    • Items – List of products/services included.
    • Description – Additional details about the items.
    • Quantity – Number of items or services being returned.
    • Price – Editable purchase price per item.
    • Tax – Apply applicable tax rates (multiple supported).
    • Total – Auto-calculated amount including discounts and taxes.
    • Notes – Custom notes related to the debit note.
    • Category – For reporting classification.
    • Attachments – Upload related supporting documents.

3. Adding Items to a Debit Note​

  • Use Add Item to specify details such as description, quantity, price, discount, and tax.

  • In the Advanced Section, you can:

    • Attach supporting documents.
    • Add custom footer notes.
    • Assign categories for better reporting.

4. Managing Debit Notes​

Once created, debit notes are listed on the main page. Hovering over an entry displays quick actions:

  • Show – Preview full details.
  • Edit – Modify existing details.
  • Duplicate – Create a copy.
  • Print – Print the debit note.
  • Download – Export as PDF or Excel.
  • Send – Share via email.
  • Delete – Permanently remove (admin-only).

Updating Debit Note Status​

  • Sent – Marked as sent to vendor.
  • Confirmed – Approve the debit note.
  • Converted to Invoice – Transform the debit note into an official invoice.

Access Rules​

  • Only users with Admin or Purchase Manager roles can create, edit, or delete debit notes.
  • Debit notes linked to finalized invoices cannot be deleted.

Benefits​

  • Transparency: Documents all refund and adjustment requests.
  • Accuracy: Maintains reliable financial and inventory records.
  • Efficiency: Allows quick creation, tracking, and management of debit notes.
  • Integration: Connects seamlessly with Vendors and Bills modules.