How to record Supplier Debit Notes

Overview:

In QNE AI Cloud Accounting, Supplier Debit Notes are used to record additional payables to suppliers, not deductions. This is typically issued when a company agrees to increase the amount payable to a supplier due to price adjustments, additional charges, or previously omitted items in the original billing.

Scenario:

You previously received an invoice from a supplier, but after reconciliation, you discover:

• There were additional delivery charges not included in the original invoice.

• A pricing error occurred, and you need to increase the amount payable.

• You missed recording a late fee or additional items delivered.

To properly reflect the increased obligation, you must create a Supplier Debit Note in QNE AI Cloud Accounting.

Solution:

1. Go to Account Payable > Supplier Debit Notes

• Navigate and select Account Payable, then click on Supplier Debit Notes. This is where all Supplier Debit Notes transactions are managed.
   

2. Open the Supplier Debit Notes Module

• Once inside the Supplier Debit Notes module, you’ll see a list of all previous Debit Notes transactions. Click the Add button to begin creating a Supplier Debit Notes entry.
   

3. Fill in the Supplier Debit Notes Form

• Supplier Field: Select the name of the supplier recording the additional payables. QNE will automatically fill in default values such as Purchaser and Term.

• Reference No.: (Optional) Enter a reference number, such as the invoice number of the supplier.

• Tax Inclusive: Tick the Tax Inclusive checkbox if the entered amount already includes taxes.

• GL Accounts Selection: In the details section, click on the blank field under the GL Account column to display the list of available accounts. From there, select the appropriate GL account to be debited.

• Amount: Input the total value of the Debit Notes.

• Once all details are correctly encoded, click Save.
   

4. Preview the Debit Notes Voucher.

• After saving, click the Preview button to view the Supplier Debit Notes Voucher Form. This can be printed or exported as needed for documentation and audit.
  
  

Application:

Use the Supplier Debit Note feature in QNE AI Cloud Accounting to:

• Record additional amounts owed to suppliers

• Ensure complete and accurate accounts payable

• Maintain proper tracking of post-invoice adjustments

Understanding that QNE treats supplier debit notes as additional liabilities helps ensure that your accounting entries align with your actual business obligations.