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Home/Docs/Entity Reference/Debit Note — entity reference
REFERENCE · Last reviewed

Debit Note — entity reference

A document that changes a party's balance in your favour. Transaction Type decides the direction: blank or PurchaseDebitNote is a supplier debit note that reduces what you owe on a bill (accounts payable debited, line accounts and input tax credited); SaleDebitNote is a customer debit note that increases what a customer owes (accounts receivable debited, income and output tax credited). New on the web creates supplier notes only; customer notes are raised by interest runs and by GSTR-1 Add In Books. Notes are listed in the Finance app under Adjustments, carry amount-only lines (no item, quantity or tax group) and are posted with Post General Ledger. A posted supplier note that names its bill reverses the bill's TDS on its share and is applied to the bill automatically. Only customer notes reach GSTR-1. Debit notes never move stock.

Fields

FieldLabelTypeRequiredWhat it does
AccountIdAccountLookup → AccountThe party. On a supplier note it is the supplier whose payable is reduced; on a customer note the customer whose receivable is increased. The picker offers active supplier accounts, and every save checks that the account is marked as a supplier, including on customer notes.
AdjustedAmountAdjusted AmountCurrencyHow much of the note has been applied to bills, plus any TDS the note reversed. Maintained by xMatix; never typed.
AmountAmountCalculated (calculated)The sum of the line Amount values. Calculated from the lines.
BillIdBillLookup → BillThe supplier bill the note reduces. When a posted supplier note names it, the bill's TDS is reversed on the note's share and the note is applied to the bill for the smaller of the two open amounts, if both have the same supplier and company and the bill is not cancelled. The picker is not narrowed to the note's supplier. On the record page's Details tab only.
BranchIdBranchLookup → BranchThe branch of the company that raises the note. The picker is limited to the selected Partner Account. Filled from the GL account's branch when left empty.
CreatedByIdCreated ByLookup → UserAccountYes
CreatedDateTimeCreated DateDateAndTimeYes
CurrencyCurrencyPickListNot used by posting or settlement.
DocumentDateDocument DateDateYesThe note's date. Required on the create form; decides the fiscal period the note posts in.
ExternalIdExternalText, unique
GeneralLedgerIdGeneral LedgerLookup → GeneralLedgerLegacy field, never written. It cannot be set by hand. Find the note's journal in Finance, Journals instead.
GLAccountIdGL AccountLookup → GLAccountOn a customer note, the receivable account the note debits (interest notes use the overdue invoice's receivable account). Not used when a supplier note posts.
GLAmountGL AmountCalculated (calculated)The amount the note posts. Follows Amount.
GSTRegistrationIdGST RegistrationLookup → GSTRegistrationThe own GST registration a customer note is issued under. Filled by the interest run from the invoice.
IdRecordGuidYes
InvoiceIdInvoiceLookup → InvoiceOn a customer note, the invoice it charges. GSTR-1 reports the note against this invoice's number and date. Set by interest runs; not on the standard forms.
IsGLPostedIs GL PostedBooleanYesLegacy flag, never set; it stays false on posted notes. Use GL Posting Status. It cannot be set by hand.
IsGLPostingApprovedIs GL Posting ApprovedBooleanYesSet by Post General Ledger. When it is on as the note is saved, xMatix posts the note. Customer notes raised by interest runs are created with it on, so they post at once.
ModifiedByIdModified ByLookup → UserAccountYes
NameNameTextYesThe note number, from the DN series.
NotesNotesLongMultiLineText
OpenAmountOpen AmountCalculatedWhat the note can still settle: its amount less what has been applied and any TDS it reversed.
OwnerIdOwnerLookup → UserAccountYes
PartnerAccountIdPartner AccountLookup → AccountYour company that raises the note. Without it, or when the company has GL posting turned off, posting books nothing.
PerformGLPostingPerform GL PostingBooleanA flag on the Details tab that nothing reads. Use Post General Ledger to post.
ReasonReasonLongMultiLineTextWhy a customer note was raised. Interest notes record the period the interest covers.
RecordTypeIdRecord TypeGuid, hidden
TransactionTypeTransaction TypeTextBlank or PurchaseDebitNote for a supplier note; SaleDebitNote (matched without regard to case) for a customer note. A free-text box on the Details tab; New leaves it blank.
UIPropsUI PropsText
UpdatedDateTimeModified DateDateAndTimeYes

Actions

ActionLabelTypeWhat it does
BulkDeleteDeleteDeleteDelete Selected
CloneCloneServerAction (Clone)Create a copy of this record
DeleteDeleteDeleteDelete
DeleteHeaderDeleteDeleteDelete
DeleteInListDeleteDeleteDelete
EditEditEditEdit
EditInLineEditEditEdit
EditInLine1EditEditInlineEdit
EditListRowEditEdit, inactiveEditListRow
NewNewNewNew
PostAdjustmentsPost AdjustmentsServerAction (PostAdjustments)Debit-note settlement is recorded as PaymentAdjustment rows or, on the current open-item engine, SettlementAllocation rows against the note's OpenTransaction.
PostGeneralLedgerPost General LedgerServerAction (PostGeneralLedger)Sets IsGLPostingApproved on the note and saves it; the save pipeline posts. The purpose follows the note's direction: a purchase debit note posts under DebitNote (Dr Accounts Payable / Cr expense, reducing the payable), while a sale-direction note posts under SaleDebitNote (Dr AR / Cr income, increasing the receivable) and then has its outward GST captured so the tax reaches GSTR-1. Line legs read DebitNoteLine.Amount on the sale-direction purpose; a line naming its own GLAccountId overrides account resolution by type.

Lookup filters

FilterLookup fieldNotes
Branch For Partner AccountBranchId
Supplier Account FilterAccountId
Partner Account FilterPartnerAccountId
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