A/R Debit Note Entry

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This is to create, edit or view A/R Debit Note Entry.


A/R Debit Note Entry is different from Sales Debit Note though they are both involving debtors:

A/R Debit Note Entry (upon save) will automatically update the related G/L accounts; Sales Debit Note (upon save) will post automatically (depends on option setting) the entries to A/R Debit Note Entry and update the related G/L accounts.
You are not allowed to edit A/R Debit Note Entry if it was posted from other source (Sales Debit Note).


Debit Note is also used when debtor A’s debt is to be paid by B, in this case a CN will be created for A and a DN for B.


To Create New A/R Debit Note Entry


Go to A/R > A/R Debit Note Entry

Click on Create A New A/R Debit Note






Debtor: key in the first number/alphabet, OR click on the drop down arrow button, OR click on Search button to assign/select a debtor number.

Journal Type: you may select the journal type if you have maintained more than one journal type belonged to this Entry Type (refer to Journal Type Maintenance)

DN Type: select the Debit Note type. Debit Note Type is maintained at D/N Type Maintenance.

Agent: assign a sales agent (if any). The default Sales Agent can be assigned in Debtor Maintenance.

Ref.: key in the reference number, e.g. Invoice No.

Ref. No.2: key in other reference number if any.

Is Debit Journal: check this checkbox if you need to show (display only, not allowed to edit) a journal entries about this debit note event at G/L Journal Entry.


DN No: <<new>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Date: system/computer date is automatically captured, you may click to change.

Terms: credit terms of this debtor.

Due Date: auto-calculated according to Date and Terms.


Credit A/C: click on '+' sign to add a new row and select the account number; you may key in the first few number/letters of the account number/description and select from the lookup screen.

Description: this is called detail description... will capture the account description automatically (amendable)

Amount: key in the invoice amount. (add several rows if you want to show itemised amounts.)


Description: this is called document description...will remember from most recently keyed in description.

Outstanding: the outstanding amount of this Invoice. This value will change accordingly if payment/partial payment is made.

After save, proceed with new debit note entry: when this is checked, a fresh screen will be ready for new entries upon Save; if unchecked will exit the transaction screen upon Save.


(You may go to Edit menu to copy/paste the whole document or highlighted details to/from clipboard; you may also save the entries to K.I.V. folder.)

(You may go to Copy Debit Note menu to Copy From/To other/new Debit Note Entry.)

(You may go to View > View Posting Details to view the details of posting (double entries) that going to take place.)

(also refer to Common Function in Transaction Screen)




Print A/R Debit Note Listing
















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