Debit note format for Nepal (Excel and PDF)

What a debit note is for in Nepal

A debit note raises an amount against a party you already have a bill with. A buyer issues one to a supplier when goods arrived short or damaged, when the rate charged was above the agreed price, or to recover an expense. A seller issues one when an invoice charged too little. Either way, it adjusts a transaction that already exists, and the note names the bill it adjusts.

Under the Value Added Tax Act 2052, changes to a taxable supply (a sale that carries VAT) must be documented. So write the reason and the tax on the charge on the note itself, rather than settling them in a phone call.

How to fill it in

Fill your own block in the Excel file once and keep it as the master. For each charge, fill in a debit note number and both dates. Add the related bill number with its own dates in AD and BS, and the reason. Enter the charge line by line with the unit, quantity and rate, priced the same way as the original bill. The sheet totals the lines, applies 13% VAT to the taxable amount and shows the total being charged. Write the name of the person who approved it and the return period it adjusts.

Send the note on the same day you find the problem. A claim raised three months later is rarely paid.

Common mistakes

How Kuver Books prints it automatically

In Kuver Books you raise a debit note against the purchase bill or sales document it adjusts. The party, the lines and the reason stay linked to the original. The supplier or customer balance changes when the note is approved, and the adjustment goes into the purchase or sales register for that period. The whole chain, from order to bill to note, stays in one history you can search. The registers behind it are part of 32 built-in reports. See purchase and supplier bills.