Edit a debit or credit note
Change the vendor, reason, resource, quantity, rate, amount or remarks of a debit or credit note that is not on a bill yet.
- Where to find it
- Accounts > Debit / Credit Notes
- Who can use it
- People who have the Edit Debit / Credit Notes permission.
You edit a note to correct a mistake before it goes on a bill. For example, the quantity of bent bars is 8, not 10. You open the note, change the quantity and save.
Before you start
- The note must not be on a purchase bill or an RA bill. If it is, Superwise refuses the save.
- You need the Edit permission on Debit / Credit Notes.
How to edit a note
- Open Accounts in the left menu and click Debit / Credit Notes.
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Click the three dots at the end of the row of the note, then click Edit.
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Change Vendor or Reason if needed.
- Change Resource if needed. If the note comes from a material supply, you cannot change the resource.
- Enter Debit/Credit Quantity and Rate. Net Amount is quantity times rate.
- Or type a Net Amount directly. Then Debit/Credit Quantity and Rate become 0.
- Choose a Tax if the note carries tax.
- Type a comment in Remarks. The earlier remarks are listed under Previous Remarks:. Your new remark is added after them with your name and the time.
- Click Save. Click Back to List to leave without saving.
What the fields mean
| Name | What it means |
|---|---|
| Project | The project of the note. You cannot change it. |
| Created On | The creation date. Only an administrator can change it. |
| Vendor | The supplier or contractor of the note. |
| Reason | The reason chosen from your company list. |
| Resource | The material, labour or equipment that the note is about. |
| Debit/Credit Quantity | How much of the resource the note covers. |
| Rate | The price of one unit. |
| Net Amount | The amount before tax. |
| Tax | The tax of the note. |
| Created By | The person who created the note. |
| Images | The pictures attached. Only an administrator sees this field. |
| Status | The status of the note. |
| Remarks | The comment history of the note. |
Rules to know
- With a resource, the quantity must be above 0 and the rate cannot be below 0.
- With no resource, the net amount must be above 0.
- Reason and Vendor must be valid choices. Otherwise Superwise shows Invalid Debit Reason or Invalid vendor.
Careful: The form lets you change Status. Prefer the Approve and Reject actions in the list. They also send the notices.
If something goes wrong
| What you see | What to do |
|---|---|
| Cannot Edit. Purchase Bill is generated for this Debit Note. | The note is on a bill. Remove it from the bill first, or raise a new note. |
| Invalid Amount. | Enter a net amount above 0, or a quantity and a rate. |
| Invalid Quantity. | Enter a quantity above 0. |
| Debit/Credit note(s) is associated with a Material Supply. Cannot change Resource. | Keep the original resource. |