Debit Note Entry

Debit Note Entry – List of Contents

Branch/GO Debit Note Entry...............................................................................................................2
Stage 1: Create a Debit Note............................................................................................................2
Stage 2: Creating Old System Debit Notes......................................................................................4
Stage 3: Edit a debit note .................................................................................................................5
Debit Note Procedure.......................................................................................................................5
Debit Note Entry Explained.............................................................................................................6
Extra Options ...................................................................................................................................7
Functions .......................................................................................................................................... 8

Branch/GO Debit Note Entry

Debit Note Entry

Description Debits can be created either through Debit Entry or at Group Office through
Purchase Order Matching/Filing.

Stages

Debit Note Entry Stages:

1. Create a Debit Note.
2. Creating old system debit notes.
3. Edit a Debit Note.

Stage 1: Create a Debit Note

Where? Branch Stores Managers Menu/Branch Menu/Group Office Purchase Menu
How?
1. Enter Debit Note Entry.
2. Enter the supplier/location (enter the branch prefix) and press <enter> or press
F2 (or click on the magnifying glass ) in the Supplier box to search for a supplier.
Type in the supplier required on the supplier list and the system will take you to the
nearest supplier. Press <enter> to select the supplier (press F2 on the supplier list
to view all expense and stock suppliers if required).
3. An alternative order point prompt will appear after selecting the supplier if
applicable, select Yes to view the alternative order points and press <enter> on the
required location.
4. Select the Debit Reason from the list displayed and press <enter>.
Figure 1a shows some of the debit reasons. Please note that some reasons will
adjust stock (Adjust Stock column) and some reasons require a Purchase Order
number (PO Required column).

Figure 1a

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5. Enter the Returns Reference, Contact, Carriers Reference and who its
Collected By next to the individual headings.
6. Select whether the debit is a Credit or a Replacement. Press F2 to view both
options and press <enter> on the option required.
7. Enter the purchase order number if known in the PO box or press F2 to search
for all purchase orders for that supplier. Press <enter> to select the purchase order.
NB, if you are debiting an old system purchase order please see page 3 for
instructions.
8. Enter the quantity to debit and press F2 to view the products from the purchase
order.
9. Select the item to debit and press <enter> to transfer the item to the debit note.
This ensures the history etc is linked to the debit note and the correct costs are
transferred.
10. Repeat steps 7, 8 and 9 as required.
11. If the debit is a Price Adjustment complete the relevant fields at the bottom of
the debit e.g. S/B Cost, Per, Unit and Discount.
12. Press F11 to save.
13. Press Yes to print the debit if required.
14. Select the printer and press <enter>.
REMEMBER!

- You can add several different purchase orders to one debit.
- Ensure you have the correct reason displayed on the debit for the items

entered.
- If you require a debit for more than one reason select the See Comments

Below reason and add zero line comments specifying why you are debiting
the item. See the options on page 6.

Figure 1b

Stage 2: Creating Old System Debit Notes

Description When you start to use the IMS system you will need to have the facility to debit old
How? system purchase orders.

1. Enter Debit Note Entry.
2. Enter the supplier/location (enter the branch prefix) and press <enter> or press F2
(or click on the magnifying glass ) in the Supplier box to search for a supplier.
Type in the supplier required on the supplier list and the system will take you to the
nearest supplier. Press <enter> to select the supplier (press F2 on the supplier list to
view all expense and stock suppliers if required).
3. An alternative order point prompt may appear after selecting the supplier, select
Yes to view the alternative order points and press <enter> on the required location.
4. Select See Comments Below as the debit reason from the list displayed and press
<enter>. This will enable you to bypass the PO box and manually enter the items to
debit. Please note if the debit is a price adjustment for the old system select Price
Adjustment as the debit reason.
5. Enter the Returns Reference, Contact, Carriers Reference and who its
Collected By next to the individual headings.
6. Select whether the debit is a Credit or a Replacement. Press F2 to view both
options and press <enter> on the option required.
7. Press <enter> to bypass the PO box.
8. Enter the quantity to debit and press <enter>.
9. Enter the part number to debit in the Stock Code box (press <enter> to search) or
Catalogue box (press F2 to search) and press <enter> to select the item.
Alternatively enter part of a product description in the Description box e.g. plug,
press F2 to search, select a supplier if applicable or choose All Suppliers. The
system will display the nearest results, press <enter> to select an item.
9a. If the item is not on the database enter the part number to debit in the Catalogue
box and press <enter> and then type in the description of the item in the
Description box.
10. Repeat steps 7, 8 and 9 as required. See page 6 for the extra options.
11. Enter the costs, per, unit and discount(s) as required. Please note when entering
a discount if you require a 10% less 5% discount on an item you will need to enter
the discount as 10,5 (ten comma 5).
11a. If the debit is a price adjustment at the bottom of the debit you need to complete
the relevant fields e.g. S/B Cost, Per, Unit and Discount.
12. Press F11 to save the debit note.
13. Press Yes to print the debit if required.
14. Select the printer and press <enter>.

Please note:
Group Office can raise price adjustment debit notes through Purchase Order
Matching/Filing when entering the supplier’s invoice.

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Stage 3: Edit a debit note

How? 1. Enter Debit Note Entry.

2. Enter the debit note number in the Debit Number box and press <enter> or press

F2 to search and press <enter> to view the debit. Alternatively enter the debit note

number in the Supplier box and press <enter> to view the debit.
3. Please see below the debit status list. If a message appears saying ‘Debit note has
been passed. You will not be able to make or save any changes’. (Press
Continue to remove the message). This means you either don’t have a high enough

authority to edit the debit note or the debit has been passed to Group Office.

4. Amend the debit note as required. Please see the functions on page 7.

5. Press F11 to save.

6. Print the debit note if required. Select the printer and press <enter>.

Please note:
You will only be able to edit the debit note at the branch if the debit is in the Stores
Manager or Branch Manager Review.
Please see the list below which explains at what stage the debit could be changed.

**Double click on the Filing Credit in green to display the credit from the
supplier/branch.

Debit Note Procedure

Status Description
Stores Manager Edit the debit note through Debit Note Entry as per the instructions on Stage 2.
Branch Manager Edit the debit note through Debit Note Entry as per the instructions on Stage 2.
Group Office If you try to edit a debit note which is at Group Office status or above, the system
will display a prompt saying ‘Debit note has been passed. You will not be able to
Accounts Copy make or save any changes’. Press Continue to remove the message. Group Office
can return the debit back to the Branch Manager/Stores Manager Document Review
Group Manager or make the required changes.
The debit note is waiting for the Accounts Copy to be printed. Group Office can
Supplier Copy return the debit back from Accounts Copy status into the Document review (click
Awaiting Credit on the Search button) and then return it to the branch for editing or make the
Cleared required changes. Please see the Document Review Notes for further help.
The Accounts Copy debit note has been printed. The Group Manager can return the
debit back into Group Office, Branch Manager or Stores Manager Document Review
for editing.

The Supplier Copy debit note is waiting to be printed. The Group Office or Group
Manager can return the debit back into Document Review for editing.
The Supplier Copy debit note has been printed you will not be able to edit the debit
note.
The debit has been either cancelled (cleared) or credited.

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Debit Note Entry Explained

Option Description
Debit Number Press F2 to search the debits or enter the debit note number required.
Debit Raised Shows the date the debit was created.
Goods Left If the goods are being sent back to the supplier enter the date the goods left the
branch i.e. dd/mm/yy. Alternatively press F2 or click on the icon to select a
Supplier date (use the arrow left and right to change months). Press <enter> or double
click on the date required.
Address Shows the supplier to debit. Press F2 to search or click on the magnifying glass
Reason
Returns Ref . See the Searching Guide for help searching the database.
Carriers Ref Shows the supplier/branch address.
Collected By Shows the debit reason selected when creating the debit note.
Credit/Replace Shows any returns reference entered when creating the debit note.
Phone/Fax Shows any carriers reference entered when creating the debit note.
PO Shows any carrier information entered when creating the debit note.
Press F2 or select if the debit is a Credit or a Replacement.
Debit Qty Displays the supplier/branch phone/fax details.
Stock Code Press F2 to search for a purchase order if required or enter the purchase order
number. If the debit is for an old system purchase order, leave this box blank.
Catalogue Enter the amount to debit and press <enter>.
Description Shows the database stock code generated by Data Prep or the temporary stock
C/A £ Cost code generated by the system.
Shows the supplier’s catalogue reference or part number.
S/B £ Cost Shows the description from the database or temporary item.
Shows the cost from the purchase order or supplier invoice (entered by Group
Per Office).
Discount(s)% If the debit is a price adjustment enter the ‘Should Be’ cost. The system will
Vat work out the difference to debit from the ‘Charge At’ cost.
£ Vat Shows the product details
£ Total Shows the discounts from the purchase order.
Received box Shows the VAT rate e.g. Exempt, Standard or Zero.
Debited Shows the VAT total for the line.
Allocated Shows the line item total.
Invoiced Shows how many have been received in through Goods Received Entry.
Filing Shows how many have been debited.
Shows how many allocations are outstanding.
Suppliers Shows how many have been invoiced
Invoice Shows the system’s filing number when an invoice has been entered by Group
Goods Total £ Office through Purchase Order Matching/Filing.
Shows the invoice number entered by Group Office through Purchase Order
Handling Matching/Filing.
Charge Shows the goods total on the debit not including the handling charge or return
Return carriage.
Carriage Shows the percentage or amount of handling charge to be taken off the goods
Debit Total £ total.
Shows the percentage or amount of return carriage to be added to the goods
total.
Shows the total amount on the debit.

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Extra Options Please see below a list of extra options which are available. These can be used to
help you add the relevant information to the debit note.
Description

Option Description
Zero line Enter zero in the Debit Qty box and press <enter>. Type in your
comments comment in the Description box e.g. any other details about the
item. This comment will then print out on the debit.
Temporary NB only 40 characters will fit in the description box.
items 1. Select See Comments Below as the debit reason.
2. Enter the quantity in the Debit Qty box and press <enter>.
3. Enter the part number in the Catalogue box and press <enter>.
4. Enter the description of the item in the Description box and press
<enter>.
5. Enter the cost, per, unit and discount as required and press
<enter>.
See pages 1 and 2 for further instructions on raising debits.

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Functions

Option Description
F1 – Help Lists all functions available.
F2 – Search Press F2 to search the system for suppliers etc depending on where the cursor is on
the document e.g. if the cursor is in the Debit Reason box press F2 to view all debit
F3 – Product Info reasons or if the cursor is in the PO box press F2 to view all the supplier’s purchase
orders.
F4 – Insert Note Press F3 for details about the selected product. This displays more detail about the
Line product e.g. sale category, stock quantity, and minimum/maximums. Press F3 again
F5 – Remove Note to view the pricing information on the selected product. Press F3 once more or press
Line Esc to remove the Product Info from the screen.
F5 – Cancel Debit Press F4 to insert a line above the line highlighted.

F6 – Stock Enquiry Press F5 to delete the highlighted product line.
F7 – Purchase
History Press F5 in the Debit Number, Supplier, Debit Reason, Returns Ref, Contact,
Carriers Ref, Collected By or Credit/Replace box to cancel the debit. A reason
F8 – Comments needs to be entered when cancelling the debit note.
F11 – Save Note Press F6 on a highlighted product to view the stock within a branch.
F1 + B – Barcode Press F7 on a highlighted product to view the Purchase History within the group.
Download The system will display a prompt saying ‘Supplier Invoice or Purchase Order
History?’ Select Invoices or Orders to view the history. The following options are
F1 + C – Carriage available when viewing the history:

F1 + G – Goods - Press <enter> or press F11 on the invoice or purchase order to transfer the
Received costs to the debit note.
F1 + H – Handling
- Press F3 – Product Info. Shows the product information (see the above
function for full details)

- Press F6 to view the stock within a branch.
- Press F7 to view the highlighted document.
Use the F8 function to note any internal comments if required.
Press F11 to save the debit note.
Press F1 + B to download the reader into the debit note. Once the lines are on the
debit note you can then press F7 to check and transfer the order history to the lines.
Please note non database items can be added to the debit note if you are on the
barcode project by pressing F2 in the Quantity box select the item required.
Press F1 + C to add a return carriage charge to the debit note. Enter a percentage
and the system will work out the percentage to be charged from the Goods Total
box. Press <enter> to move the cursor to the total box, this allows you to enter the
return carriage amount e.g. £10.00.
Press F1 + G on a line item to view the Goods Received History if applicable. To
view the GRN (Goods Received Note) press <enter>, F11 or F7 on the receipt
displayed and press Esc to remove the receipt.
Press F1 + H to add a handling charge to the debit note. Enter a percentage and the
system will work out the percentage to be taken from the Goods Total box. Press
<enter> to move the cursor to the total box, this allows you to enter the handling
charge amount e.g. £10.00.

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