2.1.2.1.2 Create Debit Notes using Templates

This topic provides systematic instructions to create Debit notes using saved templates.

You can save the data entered during debit note creation, as a template. This option is available upon successful creation of a debit note. You can use this template in the future to create debit notes for the same program and associated party. This saves the efforts of re-entering the data.

User must have valid corporate login credentials.

To view and use templates for creation of debit notes:

1. From the Dashboard, click the Toggle Menu, then click Receivables/Payables, Receivables/Payables Management, and Create Receivables/Payables.
2. Navigate to the above path and click Debit Note.

   Figure 2-27 Create Debit Note

   
   

   
   Description of "Figure 2-27 Create Debit Note"

   
   
3. On navigating to the Create Receivable/Payable screen, select the Debit Note option and then click the Create New Debit Note button.
4. Click the Template tab.
   A list of existing templates appears.

   Figure 2-28 Create Receivables/Payables - New Debit Note– Template tab

   
   

   
   Description of "Figure 2-28 Create Receivables/Payables - New Debit Note– Template tab"

   
   

   Table 2-18 Field Description

   Field Name	Description
   Party Name	Select the party name from the dropdown list in which the debit note must be created. By default, the primary party/gcif of the logged-in user is selected. Note: Only accessible parties are displayed to the user.
   Search	Specify the partial or full name of the template to search for specific templates. As you type the name, the relevant templates appear in the list.
   Template Name	Displays the name of the debit note template, as a hyperlink. Click this hyperlink to open the New Debit Note screen, with the template details populated in the respective fields.
   No. of Debit Note Saved	Displays the number of debit notes saved under the template.
   Created By	Displays the name of the corporate user who created the template.
   Last Updated	Displays the last updated date of the debit note template.
   Action	Click to delete the debit note template.

5. Navigate through the pages to the required template, or use the Search field to find a specific template.
6. Click the desired Template Name link. The template details are populated in the New Debit Note tab.
   • To delete an existing debit note template, click . A popup message appears to confirm the deletion.
     • Click Yes to delete the debit note template.
     • Cick No to cancel the deletion of the debit note template.
7. Add or modify the required details.
8. Click Save to save the debit note. Or, do one of the following:
   • Click the Save and Copy link to create a copy of the debit note in editable mode.
   • Click the Add Debit Note link at the bottom of the screen, to add another debit note.
   • Click at the top right corner of a debit note, to delete it.
   • Click at the top right corner of a debit note, to clear the existing data.
9. Click Submit to submit the transaction. The Review screen appears. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to navigate back to the previous screen.
10. In the Review screen, verify the details, and click Confirm. A confirmation message appears with the reference ID and status of the transaction. Or, do one of the following:
    • Click Cancel to cancel the transaction.
    • Click Back to navigate back to the previous screen.