Post and settle debit notes

Goal

Post a draft debit note to the books, allocate it to bills, settle cash refunds, and void safely.

Who it is for

Users with purchasing.post (post / approve / allocate / void); payments.manage for cash settlement paths.

Preconditions

• Debit note is draft (or approved after submit) for post.
• Open accounting period for the post date.
• Source bill posted when reversing a specific bill.
• Approvals cleared if status is pending approval.

Steps — post

1. Open the draft debit note.
2. Resolve My Work approval if required (purchasing.post to approve).
3. Choose Post. BlueMatrix debits AP and credits inventory/expense/tax; stockable returns can unstock.
4. Allocate the open credit to purchase bills as needed.

Steps — settle / void

1. Settle remaining balance via voucher when refunding cash (payments.manage).
2. Void only when there is no unapplied balance.
3. Prefer allocate/settle over deleting posted notes.

Result

Posted debit notes reduce AP (and can reverse stock); void removes an unused posted credit.

Hard stops

Not draft/approved for post; bill not posted for create-from-bill; void with open credit; immutable when not editable; period closed.

Related

• Troubleshoot
• Purchase bills
• Payments