Introduction
A Debit Note (also called a debit memo) is used when you need to increase the original invoice amount.
For example:
Price was entered too low
Additional charges need to be billed
Under-billed quantity or items
This guide covers how to create the form, set up numbering, and record the transaction for Sales Debit Notes, and the same steps can also be applied to Purchase Debit Notes with minor adjustments.
Create and Setup a Debit Note Form Design
To create a Debit Note form design, follow these steps:
Navigate to Form Design
Go to Control Panel → Form Design.
Create or Duplicate a Form Design
Click '+New' to create a new form design; or
Click the three dots (...) → Duplicate to copy an existing form design.
(Duplicating is useful when you need a similar form with minor adjustments.)
Name Your Form Design
Enter a name for the form design, e.g., Debit Note.
Customise Titles
Scroll to Customise Titles → Sales.
In the Invoice (Credit Sales Invoice) and Cash Invoice title fields, rename them to Debit Note.
The customised titles will be reflected in the PDF transaction.
Make Additional Customisations (Optional)
Apply any other customisations as needed.
For guidance, refer to the guide: Steps on Customisation on Form Designs.
Save the Form Design.
Once you’ve finished all customisations, click Save.
The new Debit Note form design will now appear in your list of form designs.
Set Up Debit Note Numbering
You have two options for managing Debit Note numbers:
Option A: Auto Running Number Format
Navigate to Control Panel → Number Formats → Click + New.
Select Invoice under Type, enter your desired number format using the placeholders provided.
Example: To create a format like DN-00001, enter DN-[5DIGIT].
For further customisation, refer to the guide: “How to Customise the Number Format”.
Once done, click Save.
Option B: Manually Override the Number
If you prefer to control the Debit Note number manually:
Navigate to Control Panel → Company Settings → Number Formats.
Enable Custom Number Format. This allow you to enter your number directly in the No. field during the Debit Note creation.
Click Save after toggling on custom numbering.
Record the Debit Note (via Sales Invoice Module)
Go to Sales → Invoices → + New.
Enter all Debit Note details (items, quantity, reason, etc.). Refer to guide “Creating an Invoice” if needed.
Assign the Debit Note number:
If you have set up running numbers, select the Debit Note number format in the No. field, and the system will auto-generate the number upon saving the transaction
If using manual override, type your Debit Note number in the No. field.
Click Save to record the transaction.
Print / PDF or QuickShare the Debit Note
Click the Print / PDF icon and select your Debit Note form design.
The PDF will display as a Debit Note.
You can also QuickShare the Debit Note directly with your customer via Email or Link.
Make sure to select the Debit Note form design when QuickSharing.
Notes for Purchase Debit Notes
The steps for creating a Purchase Debit Note are almost identical to Sales Debit Notes, with only slight adjustments:
Form Design:
When customising titles, scroll to Customise Titles → Purchase.
In the Bill (Credit Purchase Bill) and Cash Bill title fields, rename them to Purchase Debit Note.
Number Format:
If using an auto running number format, go to Control Panel → Number Formats → + New and select Bill under Type.
Recording the Transaction:
Record the Purchase Debit Note under Purchase → Bills → + New instead of the Sales Invoice module.
All other steps—such as assigning the debit note number, printing, PDF, or QuickSharing—follow the same process as Sales Debit Notes.
