> ## Documentation Index > Fetch the complete documentation index at: https://help.kuverbooks.com/llms.txt > Use this file to discover all available pages before exploring further. # Create Debit Notes for Supplier Returns and Adjustments > Learn how to create and approve Debit Notes in Kuvera Arc to handle supplier returns, pricing corrections, and purchase bill adjustments accurately. A Debit Note is a formal document used to reduce or correct the amount owed to a supplier. In Kuvera Arc, create a Debit Note when goods are returned, damaged items need to be adjusted, quantities do not match the bill, or pricing errors need correction against an existing Purchase Bill. ## When to use a Debit Note Use a Debit Note to adjust supplier payable records after a Purchase Bill has been created. Record goods returned to a supplier after billing. Remove damaged or rejected items that should not be billed. Adjust cases where billed quantity does not match the actual received or accepted quantity. Correct pricing errors discovered after a Purchase Bill was raised. Maintain accurate supplier payable balances after post-billing changes. A Debit Note must be linked to an existing Purchase Bill. The linked bill provides supplier information, purchased products, pricing, discounts, and tax calculations. ## Debit Note workflow Choose the supplier and the specific Purchase Bill that requires adjustment. Kuvera Arc loads purchased items from the selected bill into the debit note. Provide a clear reason for the debit note for financial traceability and audit purposes. Edit item quantities to reflect what is being returned or corrected. Remove items that should not be included. Save as **Draft** to finalize later, or click **Save Debit Note** to submit for approval. An authorized user reviews the submitted debit note and approves it to confirm the financial adjustment. ## Debit Note statuses The debit note has been created but not submitted. Fields remain editable. The debit note has been submitted and is waiting for review by an authorized user. Editing is usually restricted. The debit note has been verified and finalized. Financial adjustments are confirmed, the supplier payable balance is updated, and the record becomes read-only. The debit note has been cancelled and excluded from active workflows. The record remains available for historical reference and audit. Approved debit notes are read-only to protect financial accuracy. Confirm all quantities, items, and amounts before approval. ## Access Debit Notes Go to the left navigation panel and click **Purchase**. Click **Debit Note** from the Purchase menu. The Debit Note Listing Page opens. Use status tabs to filter by **All**, **Approved**, **Draft**, or **Pending**. ## Debit Note listing Unique system-assigned debit note number. Supplier linked to the debit note. Current workflow status of the debit note. Final adjusted debit note amount. Date the debit note was created. Opens the Debit Note Details page. The listing page provides visibility into debit note records. It does not directly modify debit note data. ## Create a Debit Note Go to **Purchase > Debit Note**. Click **New Debit Note**. Choose the supplier associated with the purchase you are adjusting. Select the Purchase Bill being corrected. Kuvera Arc loads related products, supplier details, and financial values from the bill. Type a clear reason, such as **Goods returned due to damage** or **Quantity billed exceeds quantity received**. Review the product table. Adjust quantities for returns or corrections, and remove items not included in the adjustment. Click **Save as Draft** to save without submitting, or **Save Debit Note** to submit for approval. ## Debit Note fields **Select Supplier** — Supplier linked to the debit note adjustment. **Purchase Bill ID** — Existing Purchase Bill being corrected or returned against. **Reason** — Mandatory explanation of why the adjustment is being made. **Date** — Date of the debit note. Defaults to today if left blank. **Reference Number** — Internal or external tracking reference for the adjustment. **Product Name** — Loaded from the selected Purchase Bill and not editable. **Quantity** — Editable quantity being returned or corrected. **Rate per Item** — Loaded from the bill and not editable. **Discount** — Controlled by the original bill and product configuration. **Total Price** — Recalculated automatically based on adjusted quantity. Quantity is the primary editable field in a Debit Note. Use it to define the exact number of units being returned or corrected. ## Adjust debit note items When the Purchase Bill is selected, Kuvera Arc loads the related products and values automatically. Set the quantity to the number of units being returned or corrected. Exclude products that are not part of the adjustment. Totals update automatically when quantities or included items change. Rates and discount settings come from the linked Purchase Bill. If discount is enabled for the product, the discount carries over from the original bill and is reflected in the recalculated totals. If discount is disabled for the product, the discount field remains inactive and cannot be modified. ## Debit Note totals Kuvera Arc recalculates debit totals automatically as quantities and included items change. Sum of adjusted line totals before discounts. Total discounts applied based on original bill settings. Adjusted amount subject to VAT. Adjusted amount not subject to VAT. Recalculated tax based on adjusted values. Final debit note value after adjustments. A Debit Note must be linked to a Purchase Bill before it can be saved. This keeps every adjustment traceable to an existing supplier transaction. ## View Debit Note details Go to **Purchase > Debit Note**. Locate the debit note in the listing table using status tabs or supplier name search. Click the **Option** field on the debit note row. Debit note ID, creation date, creator, supplier name, linked Purchase Bill, reason, and original bill amount. Product name, rate, adjusted quantity, discount, line total, subtotal, taxable total, VAT, and total adjusted amount. The Debit Note Details page centralizes supplier details, item-level corrections, financial totals, and workflow status. ## Debit Note actions Actions are available from the Debit Note Details page based on status and permissions. Modify debit note details when editing is allowed, usually in **Draft** or **Pending** status. Changes are revalidated before saving. Creates a copy of the current debit note as a new Draft. Supplier details, item selections, and adjustment details are copied. A new debit note number is assigned, and the original note remains unchanged. Finalizes the debit note adjustment. When approved: * Status changes to **Approved** * Supplier payable adjustment is confirmed * The debit note becomes read-only Cancels the debit note and removes it from active financial processing. When voiding: * You must provide a reason * The debit note is excluded from financial adjustments * The record remains visible for audit history * A voided debit note cannot be reused or edited Approval and void actions are controlled by user roles, document status, and permissions. All action-based changes are tracked for audit purposes. ## Filter debit notes Use **Filter Data** to narrow debit note records. Find a specific debit note by its number. Filter by the date the debit note was created. Show debit notes with totals at or above this value. Show debit notes with totals at or below this value. Combine filters to refine results. Click **Apply Filter** to update the listing, or **Cancel** to close without applying changes. ## Export debit notes Use **Export Data** to download debit note records. Exporting does not affect workflow status or supplier financial data. Exports all debit note records in the system, regardless of active filters. Exports only the debit notes currently visible in the listing, including filtered results. Export debit notes for spreadsheet use. Export debit notes for document sharing. Export debit notes for data processing or integrations. Exports reflect current records and any active filters at the time of export.