Supplier debit notes

A debit note records a credit your supplier gives you on one of its bills: a credit note for goods you sent back, a price reduction, or a charge they take off. In Verasol it always belongs to the bill it credits. When you book it, Verasol reverses the cost and the input VAT of what is credited, and applies the credit to the bill's open balance. What is left over stays as a credit for the supplier to refund.

Find your debit notes#

Open Invoices › Supplier Debit Notes in the main menu. It opens the purchase invoices list showing only debit notes (Verasol numbers them DN-2026-08-0001, DN-2026-09-0001 and so on). A debit note's own page also shows the bill it credits.

• 1 Supplier Debit Notes in the main menu.
• 2 Click a debit note to open it.
• 3 Its status says how much of the credit is used.

Create a debit note#

You create a debit note from the bill it credits. The bill must be approved, and in AED.

1. Open the bill from Invoices › Purchase Invoices.
2. Open the ⋮ menu and choose Create debit note (supplier credit). A panel opens with every line of the bill.
3. Enter the Date. It can't be before the bill's date.
4. Enter the Supplier credit note number as printed on the supplier's credit note.
5. On each line that is credited, enter the quantity and the Unit price before VAT. On a stock line, the quantity is the goods you send back: they leave the warehouse the bill received them into, and Verasol shows that warehouse. On a cost line, enter what is credited, for example 1 × 500.00 for a reduction of AED 500.
6. Add the reason in Notes.
7. Click Save and book to book it now, or Save draft to check it first.

1 Date, 2 Supplier credit note number, 3 the quantity credited on a line, 4 Save draft, 5 Save and book.

A draft debit note opens like a bill: check it and book it with Approve Bill.

How the credit is used#

When the debit note is booked, Verasol applies its credit to the bill's open balance straight away:

• If the bill still had a balance, the bill's balance goes down by the credit, and the bill can become Paid.
• If the bill was already paid, or the credit is larger than the balance, what is left stays as an open credit. The supplier holds it for you: record their refund with Record the supplier's refund of it on the debit note.

1 The bill it credits, 2 its status, 3 the Credit applied to the bill.

On the bill, the Debit notes box lists every debit note on it. An open credit of a debit note can also be applied to the bill there with Apply credit.

What Verasol books#

A debit note is booked as the mirror of the bill. For example, the supplier's credit note DN-2026-08-0001 for a desktop computer sent back as dead on arrival, AED 2,410.80 plus VAT, on a bill whose goods were received into stock:

A credit on a cost line credits that line's expense account instead of Inventory. If the supplier credits goods for more or less than they cost you, the difference goes to Cost of Goods Sold, so Inventory keeps matching your stock. The input VAT that is reversed lowers the input VAT in your VAT return for the period of the debit note. Account codes depend on your chart of accounts.

Cancel a debit note#

A booked debit note is never edited. If it is wrong, use Cancel debit note (reverse entry) in its ⋮ menu: Verasol takes its credit back from the bill and reverses its journal entry. Then create a new one. A draft debit note is deleted with Delete.

Related#

• Purchase invoices (bills)
• Pay your suppliers
• Vendors
• Stock movements
• How VAT works in Verasol