Purchase
Create a debit note
Reduce a purchase bill when goods go back or a quantity was wrong: select the bill, adjust quantities, give a reason and submit for approval.
Updated 12 September 2026
A debit note reduces what you owe a supplier. Use it for goods returned, damaged or rejected items, quantity mismatches and billing corrections. You always raise it against an existing purchase bill, never on its own, so you can always trace the correction back to that bill.
Open the form
- Go to the left navigation panel.
- Click Purchase.
- Open Debit Note.
- Click New Debit Note.
Reference details
Required:
- Select Supplier
- Purchase Bill ID
- Reason
Optional: Date and Reference Number.
When you select the purchase bill, Kuver Books loads all its products into the item table, links the supplier and calculates the values from the bill. The reason is required so that, six months later, anyone can see why the adjustment was made.
Adjust the items
The table holds the serial number, product name, quantity, rate per item, discount and total price.
You can edit only the quantity. The product name, rate per item and discount mode come from the original bill. A debit note changes how many items you are charged for, not the price of each one. If a price was wrong and the quantity was right, raise it with the supplier and handle it on the bill.
Each row has an X to remove it. Removed items are left out of the debit calculation, and totals update as you go. Keep only the lines that are actually going back, and remove the rest.
Totals
Kuver Books recalculates the subtotal, discount, taxable total, non-taxable total, VAT total and total amount. Discounts follow the original bill. Discountable products keep the bill’s discount, and no-discount products keep the field locked.
Save it
- Cancel stops the process and saves nothing.
- Save as Draft keeps the note editable.
- Save Debit Note submits it, moves it to Pending and opens the debit note details page.
Status and effect
A debit note moves through Draft, Pending, Approved and Void. Draft is fully editable. Pending restricts editing and waits for approval. When the note is approved, the adjustment changes the supplier’s financial records. The note is then locked for audit, and depending on permissions, only duplicate is available. Void removes the note from financial calculations. Voiding needs a reason and cannot be undone.