Codejig Reference

Debit Note: General Area

This section of the Debit note includes the fields which are relevant to all debited items. Area fields are split into the following areas:

Vendor-related Information

Field	Used for
Vendor	Select a vendor from the list of the vendor which were previously entered into the system or create a new one. Vendors (legal entities and physical persons) are added to the system as companies. It is a required field. If a vendor is not selected, you will not be able to save the document.
Return purchase invoice	Select a purchase invoice which you want to clear or edit with a debit note. Once you select the return purchase invoice, the Warehouse field of the debit note is populated from the Warehouse field of the return purchase invoice. It is a required field. If a return purchase invoice is not selected, you will not be able to save the document.
Fill from return invoice button	After selecting the return purchase invoice, click the Fill from return invoice button to retrieve item lines from the invoice and copy them to the Items section of the debit note. Item line fields of the debit note will be populated with the values of the invoice item line fields. Still, you can change them, if necessary.

Address information

Field

Used for

Registered office address

Specify the vendor’s registered office address where all official communications have to be sent.

The field is completed automatically if a registered office address is defined for the vendor and cannot be overridden.

Shipment address

Indicate the address to which you would like your goods to be shipped to the vendor.

The field is completed automatically if the shipping address is indicated for the vendor. Still, you can override it.

Contact Details

Field	Used for
Purchase manager	Select a purchasing manager who issued the purchase document from the list of your employees.
Vendor contact	Select the vendor's contact person from the list of contact persons previously added into the system for this vendor or create a new contact person. A default contact person defined for the vendor is provided automatically onсe you select the vendor. You can change it if necessary.
Phone	Contact persons phone number. A phone number is provided automatically once you select the contact person if it is defined in the contact person data. You can change it if necessary.

Offer Terms

Field	Used for
Bank account	Select a bank account from which you will make payment for the purchase invoice from the vendor.
Payment terms	Select payment terms for a debit note that will be based on this purchase document or create new payment terms. In Codejig ERP, payment terms comprise the following components: net terms that indicate when the payment of entire purchase invoice amount is required and discount terms that offer discounts for an early payment. Payment terms specified by the given vendor are provided automatically once you select the vendor. You can change them if necessary.
Due date	Debit note due date is set automatically based on the purchase invoice date (including/excluding it) and the payment terms. The field is not editable and you cannot override it. If the purchase invoice is not paid before the due date, the purchase invoice amount becomes the overdue amount.
Delay terms	Select the default delay terms for the company that will be used. In Codejig ERP, delay terms comprise of the delay penalty interest that states the amount of penalty payment for a delayed payment. Delay terms specified for the given vendor will be provided automatically once you select the vendor. You can change them if necessary.

Document-related Information

Field	Used for
Number	Debit note number is assigned automatically when you save the debit note based on the selected numerator. Users with the appropriate permissions can override the auto-generated number and enter it manually. After overriding the debit note number, automated numbering will proceed in the same manner but using the manually set number as a start value.
Date	Date field is automatically assigned the date when the new debit note was created. The date specified designates the posting date, the document date, and the date when the debit note was issued and sent to the vendor. You can override the auto-generated date and time and enter them manually.
Debit note number	The field represents the number of the debit note, sent by your company to the vendor. The field is optional.
Reference	A unique number that is automatically generated and assigned to a debit note based on ISO 11649 standard.

Document Totals

Field	Used for
Currency	Select a currency in which prices of goods and services are set in the debit note. The currency of the debit note is provided automatically once you select the vendor being retrieved from the vendor record created in the Company directory. You can change it if necessary. If there is no currency stated in the Company directory for settlements with the vendor, the currency will be retrieved from My company settings. It is a required field. If you delete the auto-completed currency and do not select an alternative one, you will not be able to save the document.
Total amount	Displays the total amount of all goods and services added to the debit note in the specified currency. The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
Net amount	Displays the total net amount of goods and services. The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
VAT amount	Displays the total VAT amount charged on the net amount or contained in the total price of goods and services added to the debit note. The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
Price includes VAT	If you want to specify the price for one item without VAT, keep the price includes VAT option turned off. As a result, VAT amount will be charged on the net amount that, in its turn, will be calculated as price excluding VAT x quantity. The two added together will make up the total amount. If you want to include VAT at the chosen VAT rate in the stated price for one item, turn on the price includes VAT option. In this case, the total amount will be determined by multiplying the price of one item that is VAT inclusive by the quantity.

VAT Details Section

Unfold VAT details section to find additional information about VAT charged on added goods and services. The VAT details section includes the following fields:

Field

Used for

VAT

Displays VAT rate types selected for added items.

Each specific VAT rate applied is displayed as a separate line item in the VAT details section. For example, the standard rate was applied to three items and the reduced rate to five. As a result, two line items appear in this section, for the standard rate and the reduced rate, containing certain information related to the charges based on these rates.

VAT amount

Displays the total VAT amount charged on the added items to which a particular rate was applied.

Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.

On enabling the extended mode, the following field appears:

Field	Used for
VAT base	Displays the total net amount of added items to which the VAT rate was applied. VAT was charged the indicated net amount.
VAT rate, %	Displays VAT rate (in percentage) according to the displayed VAT rate type.

If you want to turn off the extended mode, click the Less button.

Note: After turning off the extended mode, advanced item details will persist.

Totals section includes subtotal (such as the Net amount and VAT amount) and total amounts for your debit note.

VAT Information

Field

Used for

VAT number

Your VAT number. It represents a country in which you are registered for VAT.

A VAT number that stands for a country where your company is based is provided automatically being retrieved from your company settings. However, you can change the auto-completed number if necessary.
The field is unavailable if your company is not identified as a VAT payer by the system. For information on how to set up your company as being registered for VAT and enable required VAT-related functionality, see My Company Settings: VAT Tab.

Vendor VAT number

The vendor's VAT number.

The vendor's VAT number is auto-completed being retrieved from the respective vendor record created in the Company directory.
Right now, the field is used for informational purposes only; it is disabled for editing and cannot be overridden.
No value is provided in the field if the vendor is not identified as a VAT payer by the system. For information on how to specify VAT numbers of your vendors, see VAT Number.

Advanced mode

Turn on the advanced mode to view or override the vendors accounts for advances and liabilities.

Debit note reverses accounting transactions made by a purchase invoice. It makes opposite entries to the accounts of liability and advances.

The accounts are provided automatically being retrieved from the selected return purchase invoice. If necessary, you can change them.

You change the accounts in the Update mode.

Field/Button	Used for
Set accounts by default button	Click the button to automatically set the default accounts for the vendor and for items added in the Items section. Vendor accounts will be retrieved from the respective vendor record, and, for each item added, item accounts will be fetched from the associated item record. On click of the button, you will override accounts selected for all added items and restore default accounts specified in respective item records. So, if you have once selected alternative inventory accounts for your items and do not wish to change them, do not click this button.
Payables for vendors account	When you send the debit note, the amount that vendor owes to your company for returned goods and services is recorded in the account for payables as a debit. The amount of trade payables is recorded in the currency of the debit note and in the main currency being converted into the latter according to the exchange rate current as of the debit note date. The account is provided automatically based on the vendor accounting data specified in the respective vendor record in the Company directory. If necessary, you can change it. It is a required field. If you delete the auto-completed account and do not select an alternative one, you will not be able to save the document.
Advances for vendors account	The amount of the debit note that does not exceed the specified advance amount is recorded in the account for advances as a debit in the currency of the debit note and in the main currency being converted into the latter according to the exchange rate current as of the payment date. The amount that exceeds the specified advance amount is recorded in the account for receivables as a debit in the currency of the debit note and the main currency being converted into the latter according to the exchange rate current as of the debit note date. The account is provided automatically based on the vendor accounting data specified in the respective vendor record in the Company directory. If necessary, you can change it. It is a required field. If you delete the auto-completed account and do not select an alternative one, you will not be able to save the document.
Other expenses account	Provide the account for other types of expenses that might occur when you clear or correct a purchase invoice chosen in the Return purchase invoice field by the current debit note. It is a required field. If you delete the auto-completed account and do not select an alternative one, you will not be able to save the document.
Other income account	Provide the account for other types of income that might occur when you clear or correct a purchase invoice chosen in the Return purchase invoice field by the current debit note. It is a required field. If you delete the auto-completed account and do not select an alternative one, you will not be able to save the document.
Profit center	Specify a project or a department that you want to relate to the debit note. Costs are allocated to the profit center. The Profitability report shows the profitability of the project.

Additional Details

Field

Used for

Note

Add any extra details or comments about your debit note.

Attachment

Add any additional files or external links related to the debit note.

You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
You can download uploaded attachments to your device by clicking a file name.

More information

Debit Note
Debit Note: Items Section

Debit Note

Debit Note: Items Section