Debit Notes and Purchase Returns

Use Accounting > Debit Notes to record supported adjustments associated with a purchase invoice. This is not the customer-facing product Returns screen.

Before you start

Locate the correct purchase invoice and supplier. Check remaining eligible quantities, tax settings and the intended financial adjustment. Use a role allowed to create and approve accounting documents.

Create and process a note

1. Open Debit Notes and select the new note action.
2. Choose the source purchase invoice.
3. Select its actual source items and enter the quantities and unit prices to adjust.
4. Review tax information, total and reason.
5. Save the draft and inspect its source invoice reference.
6. Use Approve when the note has been checked.
7. Use Apply where available, selecting the bank account requested by the form.
8. Reload the note and inspect the purchase invoice, relevant balances and inventory effects before considering the return complete.

The visible lifecycle distinguishes draft, approved, applied and voided. Actions depend on current status. Deleting a draft is different from voiding a processed note; use the action offered for that state.

Verify the result

Compare item quantities and amounts with the original purchase, and make sure the correct supplier is affected. A accounting status change is not itself proof of a physical return shipment or a successful external bank refund.

Troubleshooting

Source invoice missing: check the account, invoice status and eligibility. Quantity rejected: compare the original and already-adjusted quantities. Apply fails: check selected bank account, currency, posting period and exact validation error. After a timeout, reopen the document before repeating Apply.

See Purchase Invoices, Credit Notes and Inventory.