Purchase Debit Note (PDN)

Purchase Debit Note - User Guide

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⚡ Quick Start: 3-Minute Debit Adjustment

1. Locate: Find the Original Bill under Supply Chain > Purchase Bill Index.
2. Create PDN: Open the Bill Details and click the Create PDN button at the bottom.
3. Select Year: Pick the Financial Year for the PDN if it’s different from the active year.
4. Adjustment: Specify the Debit Amount for the accounts being adjusted.
5. Review: The system will auto-recalculate GST (CGST/SGST/IGST) proportionally.
6. Save: Click Save. The vendor’s ledger is now updated with the debit entry.

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🗺️ Debit Note Process

graph LR
    Bill[Original Bill] --> Action[Click 'Create PDN']
    Action --> Clone[Copies Header & Line Items]
    Clone --> Modify[Update Amounts/Notes]
    Modify --> GST[Pro-rata GST Recalculation]
    GST --> Save[Save & Update Vendor Ledger]
    
    style Action fill:#fef3f2,stroke:#f04438
    style GST fill:#f0f9ff,stroke:#0ea5e9

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✅ Prerequisites Checklist

• Linked Bill: A valid Purchase Bill must exist as the “Source” for the PDN.
• Authorization: The original bill must be authorized before a PDN can be modified effectively.
• Reason for Debit: Common reasons (e.g., Returns, Damages, Overcharging) should be noted.

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1. Introduction 📝

A Purchase Debit Note (PDN) is issued by the society to a vendor to reduce the amount owed. It acts as a formal record of a return or an adjustment to a previously received bill.

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2. Advanced Features 🛠️

⛓️ Hard Link to Purchase Bill

Unlike manual journal vouchers, a PDN is automatically linked to its source bill. This creates a clear trail for auditors and prevents duplicate adjustments.

• You can view the original bill directly from the PDN page.
• The system prevents creating multiple PDNs against the same bill if the first adjustment already covers the total amount.

🧮 Smart Tax Reversals

When you adjust the base amount of the debit note, the system’s ComputePDNValues engine:

• Identifies if the adjustment was for a Local (L1) or Interstate (I1) supply.
• Reverses the exact proportion of CGST, SGST, or IGST originally claimed as input tax credit.

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3. Validations & Constraints ⚠️

Validation Type	Logic	Action
Source Mismatch	If the original bill’s total amount is not finalized.	Warning: “System Bill Amount & Vendor Bill Amount difference exists.”
Deletion Audit	To delete a PDN.	Requires a mandatory Delete Reason for the society logs.
Locking	If the PDN is already linked to other documentation or vouchers.	Disables modification and deletion.

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4. Reports & Audit 📊

1. 📄 Debit Note Report: A PDF document summarizing the header (Vendor Info), adjusted lines (Account Headers), and tax reversal components.
2. 📋 PDN Register: A summary of all debit adjustments made across the society’s supply chain.
3. 📉 Vendor Ledger: Shows the original bill as a “Credit” and the PDN as a “Debit”, with the net “Final Balance”.

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5. Tips for Best Practice 💡