Debit / credit reasons

Set up the list of reasons you give when you raise a debit note or a credit note against a supplier.

Where to find it

Company settings > Site Monitoring > Debit/Credit Reasons

Who can use it

People who have the View Other Masters permission and the View Vendor Ledger permission. Adding, editing and deleting need the matching permission on the same master.

A debit note or a credit note changes the amount you owe a supplier. For example, you raise a debit note when a supplier sends damaged goods. Each note needs a reason. You create the list of reasons once. When someone raises a note under Accounts > Debit / Credit Notes, they choose one reason from this list.

Before you start

Nothing is needed first. Add reasons such as Damaged goods, Short supply or Rate difference.

How to add a reason

1. Open Company settings > Site Monitoring > Debit/Credit Reasons.
2. Click Add Reason (mark 1 in the first picture).
3. Type the reason in Name: (mark 1 in the second picture).
4. Click Save (mark 2). The button stays grey until you type a name.

How to edit or delete a reason

1. Click the three dots at the end of the row.
2. Click Edit, change the name, and click Save.
3. Or click Delete and confirm the question Are you sure that you want to delete this reason ?.

Type at least 3 characters in Search (min. 3 characters) (mark 2 in the first picture) to find a reason. Click Export to CSV to download the list.

What the columns mean

Rules to know

• A reason cannot repeat. The system shows Reason cannot be repeated.
• You cannot delete a reason that a posted note uses. The system shows Debit/Credit note(s) have been posted with this reason.
• The mobile app uses the same list of reasons.

If something goes wrong

Related pages

• Expense reasons: a similar list for cash expenses.
• Site monitoring masters: the order to set up the site lists.