2.1.2.2.1 Bulk Debit Note File Template

This topic provides systematic instructions to upload Bulk Debit Note.

The file to be uploaded should have data in a specific sequence. For each debit note, there must be a top row with indicator ‘DN’, which specifies debit-note-level parameters. For each commodity under the debit note, there must be a row with indicator ‘C’, which specifies the commodity-level parameters. Refer this file for the upload file format: Bulk Debit Note Upload Template.

Note:

While uploading a .XLSX / .XLS file, if you do not have the required data for a particular cell, and need to leave it blank, then ensure that the particular empty cell has been formatted to the data type of the expected data of that cell. For example, a cell that is supposed to hold textual content, such as name or description, should be formatted to 'Text'. Similarly, a cell that is supposed to hold a number, should be formatted to 'Number'.

Table 2-20 Field Description

Field Name Description
Debit Note Record Details The following fields are specific to a debit note. You must add a row for each debit note record.
Indicator Specify DN in this field. This is a mandatory field.
Debit Note Reference Number Specify the customer’s reference number for the debit note. This is a mandatory field.
Link Invoice Number Specify the invoice reference numbers to be associated with the debit note. You can provide multiple invoice numbers using the pipe separator.

Note: The invoice numbers provided here should belong to the same party ID for which the debit note is being uploaded. The invoice numbers provided here should also belong to the same buyer-supplier combination, as that of the debit note. The invoices specified in this field should not have been cancelled. Debit notes cannot be raised against cancelled invoices.

Debit Note Date Specify the date of creation of the debit note. This date should not be greater than the current business date. It should also not be less than the invoice date. This is a mandatory field.
Debit Note Due Date Specify the due date of the debit note.
Buyer Code** Specify the code associated with the buyer.
Supplier Code** Specify the code associated with the supplier.
Currency* Specify the debit note currency. A 3-digit currency code as per ISO standards is acceptable. This is a mandatory field.
Base Debit Note Amount* Specify the gross debit note amount.
Discount Amount Specify the discount amount applicable on the base debit note amount.
Tax Amount Enter the applicable tax amount.
Net Debit Note Amount* Specify the net debit note amount, post application of discount and tax. This is a mandatory field.

Net Debit Note Amount = Base Debit Note Amount – Discount Amount + Tax Amount
Buyer Division Code Specify the division code of the buyer.
Supplier Division Code Specify the division code of the supplier.
Disputed Specify Y if the debit note is disputed by the buyer, and N, otherwise.
Buyer ID* Specify the party ID of the buyer.
Supplier ID* Specify the party ID of the supplier.
Buyer Name Specify the name of the buyer.
Supplier Name Specify the name of the supplier.
Acceptance Amount Specify the debit note amount that is accepted by the buyer. This amount should be less than or equal to the Net Debit Note Amount.
Program ID Specify the ID of the program associated with the debit note. This ID should be the same as the program ID associated with the linked invoices. This field is applicable only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
Virtual A/c Flag* Specify Y if the repayment is to be made to a virtual account number, and N if the repayment is to be made to a physical account number.
Payment Account Number** Specify the account number to which the payment is to be made. This field is mandatory of the Virtual A/c Flag is set to Y.
Bank_Name_For_P AN Specify the name of the bank. Where the account number mentioned in Payment Account Number. PAN refers to Payment Account Number.
Branch_Name_For_P AN Specify the the Branch code of the PAN..
Bank_Code For PAN Specify the IFSC code here if the payment mode is EFT (mentioned in Payment mode for PAN field) else enter Swift code if payment mode is CBT.
Funding Request Date Specify the date when the debit note should be funded. This field is applicable only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
Funding Request Amount Specify the amount for which funding is requested. This should be less than or equal to the Acceptance Amount. This field is applicable only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
Adjustment Reason Specify the reason for adjustment. The available values are:
  • Pricing Error
  • Allowance/Charge Error
  • Extension Error
  • Quantity Contested
  • Pallet/Container Charge Error
  • Freight Deducted
  • Tax Deducted
  • Items not received
Remarks Specify any remarks, if applicable.
Shipment Number Specify the unique reference number of the shipment.
Shipment Date Specify the date of the shipment.
Shipment Address Specify the destination address of the shipment.
Shipment Country Specify the destination country of the shipment.
Reason for Export Specify the reason for export.
Terms of Sale(Incoterms) Specify the applicable 3-digit Incoterms code. The available values are:
  • EXW | Ex Works
  • FAS | Free Alongside Ship
  • FCA | Free Carrier
  • FOB | Free On Board
  • CPT | Carriage Paid To
  • CFR | Cost and Freight
  • CIP | Carriage and Insurance Paid To
  • CIF | Cost Insurance and Freight
  • DAP | Delivered at Place
  • DPU | Delivered at Place Unloaded
  • DDP | Delivered Duty Paid
Payment Terms Enter the agreed payment terms.
Country of Origin Specify the name of the country from where the shipment originated.
Filler Fields 1 to 4 This section displays the Filler Label Fields. The bank can configure these fields on Day 0, based on their requirement.

The following fields are specific to a commodity. You must add a row for each commodity in the debit note.
ACCOUNT_NAME_FOR_ PAN Specify the the account name of the Payment Account Number.
Payment_Mode_For_PA N Specify the payment mode whether it is an internal account transfer or EFT or Cross border transfer. For internal account transfer, domestic account, or cross border account respectively. Acceptable values are AC/EFT/CBT.
Bene_Addr1_for_PAN Specify the beneficiary's address line1 for Payment Account Number.

Applicable only for CBT.
Bene_Addr2_for_PAN Specify the beneficiary's address line 2 for Payment Account Number.
Bene_Addr3_for_PAN Specify the beneficiary's address line 3 for Payment Account Number.
Bene_Addr4_for_PAN Specify the beneficiary's address line 4 for Payment Account Number.
Bene_cntry_for_PAN Specify the beneficiary's country for Payment Account Number.
Bene_Phone_for_PAN Specify the beneficiary's phone for Payment Account Number.
Bene_Email_for_PAN Specify the beneficiary's Email ID for Payment Account Number.
Intermediary_Bank_Cod e_For_PAN Specify the Intermediary bank swift code here if Payment Credit Mode is CBT.
Intermediary_Bank_Nam e_For_PAN Specify the Intermediary bank name.
Intermediary_Bank_Add r1_For_PAN Specify the Intermediary bank Address.
Intermediary_Bank_Add r2_For_PAN Specify the Intermediary bank Address.
Intermediary_Bank_Add r3_For_PAN Specify the Intermediary Bank Address.
Intermediary_Bank_Add r4_For_PAN Specify the Intermediary Bank Address.
Account Name for DCA Specify the account name for the entered DCA.
Payment_Mode_For_DC A Specify the payment mode whether it is an internal account transfer or EFT or Cross Border Transfer.

Acceptable values are AC/EFT/CBT. For internal account transfer, domestic account, or cross border account respectively.

Bene_Addr1_for_DCA Specify the beneficiary's address line 1 for Disbursement Credit Account. Applicable only for CBT.
Bene_Addr2_for_DCA Specify the beneficiary's address line 2 for Disbursement Credit Account.
Bene_Addr3_for_DCA Specify the beneficiary's address line 3 for Disbursement Credit Account.
Bene_Addr4_for_DCA Specify the beneficiary's address line 4 for Disbursement Credit Account.
Bene_cntry_for_DCA Specify the beneficiary's country for Disbursement Credit Account.
Bene_Phone_for_DCA Specify the beneficiary's phone number for Disbursement Credit Account.
Bene_Email_for_DCA Specify the beneficiary's Email ID for Disbursement Credit Account.
Bene_Name_for_DCA Specify the name of the bank.
Branch_Name_for_DCA Specify the Branch code of the DCA.
Bank _Code _For_DCA Specify thethe IFSC code here if Payment Credit Mode if EFT and can enter the swift BIC if the Payment credit mode is CBT.
Intermediary_Bank_Cod e_For_DCA Specify the Intermediary bank swift code here if Payment Credit Mode is CBT.
Intermediary_Bank_Nam e_For_DCA Specify the Intermediary Bank Name.
Intermediary_Bank_Add r1_For_DCA Specify the Intermediary Bank Address.
Intermediary_Bank_Add r2_For_DCA Specify the Intermediary Bank Address.
Intermediary_Bank_Add r3_For_DCA Specify the Intermediary Bank Address.
Intermediary_Bank_Add r4_For_DCA Specify the Intermediary Bank Address.

Parent topic: Bulk Debit Note Creation