Debit notes & purchase returns

Both sit under Purchase and are permission 618 (create) / 619 (delete).

Debit notes — vendor credit#

A debit note is credit owed to you by a vendor, raised against a purchase invoice. Pick a mode:

Return#

Returning product categories from the invoice. Lines are grouped by category (purchases are category-based) and each is capped at its remaining pool — the invoice value minus what was already returned — so you can never return more than a line is worth, nor more quantity than was bought (Cannot return N — max returnable for this category is M).

Credit math: the value first reduces the outstanding balance; only the part covered by money already paid or adjusted becomes usable vendor credit.

Warranty claim#

A money claim per Warranty Item (Claim Amount) without returning products.

Fields#

Vendor, Debit Note Date, Reason, Issue Description, Warranty Item(s), Claim Amount.

Debit notes are financial only — they move no stock. Use them in Make Payment. Only Active notes are editable or deletable; used or cancelled ones are not. Editing reverses and re-applies the effect on the purchase; the list shows remaining credit.

Purchase return — cash back#

Goods returned to a vendor for a cash refund (versus credit).

Cash-refund math: the vendor can only refund what you settled (cash + debit notes), and only up to the value returned: cashRefund = lesser of (settled − value of goods you keep) and the value returned. The rest reduces the invoice balance.

• Not allowed on a purchase in some statuses (Cannot return products from a … purchase).
• A return is quantity bookkeeping only — no stock movement here; returns are handled at QC before stock is added.
• A journal entry (Dr the method's account, Cr COGS) posts only if cash comes back.
• Cancel (Active returns, reason required, irreversible) reverses all effects.

The Returns & Debit Notes report totals both.