---
title: Debit / credit reasons
summary: Set up the list of reasons you give when you raise a debit note or a credit note against a supplier.
order: 5
menu: Company settings > Site Monitoring > Debit/Credit Reasons
route: /vendorledgerreasons
who: 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.

![The Debit / Credit Reasons list. Mark 1 is Add Reason. Mark 2 is the search box.](../media/debitcredit-reason-list.png)

![The Add Reason box. Mark 1 is the Name field. Mark 2 is Save.](../media/debitcredit-reason-add-dialog.png)

## 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

| Name | What it means |
| --- | --- |
| **Reason** | The name of the reason, as people see it on a debit or credit note. |

## 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

| What you see | What to do |
| --- | --- |
| **Reason cannot be repeated** | Use the existing reason. |
| **Debit/Credit note(s) have been posted with this reason.** | Keep the reason. Add a new one for new notes. |
| **Debit/Credit Reasons** is not in the menu | Ask your administrator for the View Other Masters and View Vendor Ledger permissions. |

## Related pages

- [Expense reasons](expense-reason.md): a similar list for cash expenses.
- [Site monitoring masters](index.md): the order to set up the site lists.