Debit Memo

This form is used for recording and issuing of Debit Memos to customers.

Explanation of Header Fields


Ref No.


Required. Capslock. Cannot be changed once created.


Tran Date


Required. Default to system date if mode is insert.  If this invoice was originally issued in the Sales module, then the date and various other fields cannot be changed.




For display only. Automatically assigned by the system. "Entry" if this is a new record.


Customer ID.


Required. Capslock. Only customers marked as Authorized in the Customer Registry can be specified.


The customer for the invoice cannot be changed by the user after the record is saved.


Customer Name


Display the corresponding customer name after the customer number has been specified.


Salesperson ID


Required. Capslock. Default from the Salesperson ID defined in Customer Registry.


Salesperson Name


Display the corresponding salesperson name after the salesperson ID has been specified.




Capslock. Required.


This is the standard code for the payment term of this invoice. Each payment term represents a set of default information for discount days, discount percent, and due date, as well as the basis for the due date.


The actual terms can be overwritten by the user.


Discount Percent

Discount Days


Allow the user to change the values as long as none of the values are less than zero.



Due Date


User can change this date but it must not be earlier than discount date.


Disc. Date


This is the actual date for which term discount is still automatically considered. The user may change the discount date that is computed by the system. The discount date should not be earlier than the invoice date.





Required. Capslock. Default to the payment currency of the customer. This cannot be changed once the record has been saved.


This is the currency of the whole invoice transaction.


Exch. Rate


Must be greater than zero. If the currency is the same as company's base currency, set the rate to 1 and cannot be changed by the user.


If the exchange rate field has not been initialized yet (like in insert mode), find the applicable rate as follows:


Find the first currency rate whereby the effectivity date is the same or earlier than Invoice Date. If found, this rate is used as the default. If no applicable rate can be found, then the default is set from the currency's default rate.


For invoices coming from the Sales module, the exchange rate will affect only the valuation of non-item charges. Sales valuation of stock items will use the exchange rate specified in the invoice from the sales module.


Profit Centre


If Accounting is implemented, this is a required field. Capslock. Default to profit centre specified for Receivables and Sales transactions in the Company Setup form.


The Profit Centre specified here will determine the account codes that will be used in transferring financial summaries to the general ledger. The following categories of entries will be affected:


·        Trade Discounts

·        Term Discounts (when settlement is later done)

·        Exchange Rate Difference (when settlement is later done)


Note that sales account is determined by the Profit Centre attached to the customer master definition. On the other hand, the sales account will be itemized in accordance with the Profit Centre for each individual item that has been received. Expense accounts for non-item charges are specified when the standard codes for Miscellaneous Charges have been defined.







Project Code





Explanation of Items Tab


Item No.


Required. Capslock. Cannot be changed once the record is saved.




If Non-Stock Invoice in Company Setup is turned off, display Item Name

If Non-Stock Invoice in Company Setup is turned on, free text input by user.


Order No.






Must be greater than zero. Provide up to 4 decimal places.




Required. Default to the item's sales unit as defined in the form Global Reference -  Item Registry.



Unit Price


Must not be less than zero. Provide up to 4 decimal places.


Disc %


Range 0 to 100. Provide up to 2 decimal places. Set default to GBITEM.Item_Discount.


Net Price


Hidden. Computed as (Unit_Price - (Unit_Price * Discount_Rate / 100)) rounded to 4 decimal places.




For display only. Computed as (Chargeable_Qty * Net_Price) rounded to 2 decimal places.


Explanation of Charges Tab



Charge Type


Required. Capslock.








Must be greater than zero.


Explanation of Remarks Tab



This box is optional and is used for entering any additional comments.


Explanation of Totals Tab



Gross Item Amt


For display only. This is the total amount of the Amount column of the item details portion.




If there is a trade discount, you may either specify the percentage or the amount. If you enter the percentage (in the first field), then the amount is automatically computed. If you do not enter any percentage (that is, zero or nothing), then the system will allow you to specify the discount amount in the next field.


Net Item Amt.


This is the Gross_Item_Amt less Discount.


Total Charges Amt.


This is the total of the Amount column of the charges details.


Net Invoice Amt.


For display only. This is the total of Net_Item_Amt and Total_Charges_Amt.



Total Cost.


For display only. This is the Cost Allocation inputted from AP Invoice Cost Allocation.


Explanation of Voucher Tab



The purposes of this Voucher Tab are

  1. View the distributed Accounts before post this Invoice to General Ledger for verification.
  2. Modify the GL Account Code and/or Amount to handle particular cases that cannot be handled in normal Profit Centre accounts distribution before post this Invoice to GL.


See also: What is the purpose of Generate Voucher in AR Receipt/AP Payment?



Explanation of Attachment Tab




Click the “.. “ button to attached any file from your drives to this document for later reference.






Created by


        For display only


Creation date


        For display only