For Debit Notes, the system supports two data mapping approaches depending on business requirements:
- Mapping Debit Note when creating it: In this approach, the Debit Note is mapped immediately at the time it is created in the system.
- Mapping Debit Note when applying it to an Invoice: In this approach, the Debit Note is only mapped when it has been applied to a specific Purchase Invoice.
1. Mapping Debit Note when creating it
- Step 1. Go to Settings menu under the Accounting module in the left sidebar -> Select the Mapping setup menu -> Select the Purchase tab -> Select Map Debit Note when creating it
- Step 2. Enable the Debit Note and select the corresponding accounting account for:
- Payment account: select Uncategorised Expense
- Deposit to: select Accounts Payable (A/P)
- Step 3. Enable the Refund and select the corresponding accounting account for:
- Payment account: select Accounts Payable (A/P)
- Deposit to: select Uncategorised Expense
- Step 4. Click Save to apply the mapping configuration.
- Step 5. Go to Purchase module -> select Debit Notes menu -> click New Debit Note button
- Step 6. Create a debit note and save
==> Result: The Debit Note will be automatically mapped based on the configuration defined in Step 2. To view the mapping details, navigate to: Accounting module > Transactions > Purchase > Debit Note
- Step 7. Create a Refund for the Debit Note (Optional)
Navigate to Purchase module → open the Debit Note details page → click More → select Refund
Enter Refund Information: refunded amount, date, payment mode. Then click Save
==> Result: The Debit Note Refund will be automatically mapped based on the configuration defined in Step 3. To view the mapping details, navigate to: Accounting module > Transactions > Purchase > Debit note the refund
NOTES:
- When you edit a Debit Note or Debit Note Refund (for example, changing the amount or date), the system automatically updates the mapped accounting data based on the corresponding mapping accounts.
- When a Debit Note or Debit Note Refund is deleted, the system automatically removes the related mapped accounting entries if applicable.
- If the currency of the Debit Note or Debit Note Refund is different from the system’s default currency, the system automatically converts the amount into the default currency using the exchange rate configured in: Accounting → Settings
- If a Debit Note is marked as Void, the system automatically removes the related mapped accounting entries if applicable.
If you want to map Debit Note Refunds to different accounting accounts based on the payment method used, you can enable the Payment Mode Mapping feature. For example: by default, all Debit Note Refunds will be mapped using the default account pair configured in Step 3 above. However, if a refund is paid via a specific payment method (for example, PayPal or Bank) and you want that refund to use a different mapping configuration, you can set it up as follows:
- Go to: Accounting module → Settings → Mapping setup → General tab
- Enable Payment mode mapping → then click Add
- Select: Payment Mode = Bank (or another payment method) , Payment account, Deposit to. Example: Payment Account = Prepaid Expenses, Deposit To = ACB
In this setup, whenever a Debit Note Refund is processed using the selected payment method, the system will map it using these specific accounts instead of the default mapping accounts. - Create Debit note refund and select payment mode = Bank → then click Save
==> Result: The system maps the Debit Note Refund to the two accounts based on the Payment Mode Mapping configuration defined above.
2. Mapping Debit Note when applying it to an Invoice
- Step 1. Go to Settings menu under the Accounting module in the left sidebar -> Select the Mapping setup menu -> Select the Purchase tab -> Select Map Debit Note when applying it to an Invoice
- Step 2. Enable the Debit Note and select the corresponding accounting account for:
- Payment account: select Uncategorised Expense
- Deposit to: select Accounts Payable (A/P)
- Step 3. Enable the Refund and select the corresponding accounting account for:
- Payment account: select Accounts Payable (A/P)
- Deposit to: select Uncategorised Expense
- Step 4. Click Save to apply the mapping configuration.
- Step 5. Go to Purchase module -> select Debit Notes menu -> click New Debit Note button
- Step 6. Create a debit note and save
- Step 7. Click Apply to Invoice, then enter the corresponding amount in the Amount to Debit column -> click Apply
==> Result: The Invoices Debited will be automatically mapped based on the configuration defined in Step 2. To view the mapping details, navigate to: Accounting module > Transactions > Purchase > Debit note applied
- Step 8. Create a Refund for the Debit Note (Optional)
Navigate to Purchase module→ open the Debit Note details page → click More → select Refund
Enter Refund Information: refunded amount, date, payment mode. Then click Save
==> Result: The Debit Note Refund will be automatically mapped based on the configuration defined in Step 3. To view the mapping details, navigate to: Accounting module > Transactions > Sales > Debit note the refund
NOTES:
- When you edit a Debit Note Refund (for example, changing the amount or date), the system automatically updates the mapped accounting data based on the corresponding mapping accounts.
- When a Invoices Debited or Debit Note Refund is deleted, the system automatically removes the related mapped accounting entries if applicable.
- If the currency of the Invoices Debited or Debit Note Refund is different from the system’s default currency, the system automatically converts the amount into the default currency using the exchange rate configured in: Accounting → Settings
If you want to map Debit Note Refunds to different accounting accounts based on the payment method used, you can enable the Payment Mode Mapping feature. For example: by default, all Debit Note Refunds will be mapped using the default account pair configured in Step 3 above. However, if a refund is paid via a specific payment method (for example, PayPal or Bank) and you want that refund to use a different mapping configuration, you can set it up as follows:
- Go to: Accounting module → Settings → Mapping setup → General tab
- Enable Payment mode mapping → then click Add
- Select: Payment Mode = Bank (or another payment method) , Payment account, Deposit to. Example: Payment Account = Prepaid Expenses, Deposit To = ACB
In this setup, whenever a Debit Note Refund is processed using the selected payment method, the system will map it using these specific accounts instead of the default mapping accounts. - Create Debit note refund and select payment mode = Bank → then click Save
==> Result: The system maps the Debit Note Refund to the two accounts based on the Payment Mode Mapping configuration defined above.
