Circulation Debit Notes

What a Debit Note means

A posted Debit Note adds an authorized financial charge to an Agent. AkshaERP posts an Account DEBIT, which increases the Agent’s Circulation dues, and posts the corresponding General Ledger journal.

Normal lifecycle

Create Draft -> review -> Confirm & Post -> Paid -> Print. Current approval workflow is disabled, so Request for Approval, Approve and Reject remain visible but disabled.

Create and field meanings

• Debit Note Number — system generated
• Debit Note Date — required financial date
• Amount — required and greater than zero
• Reason / Comments — recommended audit explanation
• Agent — required and source-openable
• Reference Receipt Number — optional
• Reference Receipt Amount — read-only
• Debit Note Status — read-only

Reference Receipt eligibility

The reviewed Receipt lookup is Debit-Note-specific. It returns only Paid Agent Receipts for the selected Agent and accessible Edition Center. Customer Receipts, another Agent’s Receipt and non-Paid Receipts are excluded.

Reference Receipt is traceability, not reversal

The optional Receipt helps explain the Debit Note’s source context. Posting the Debit Note does not cancel, reverse, reopen or change the selected Receipt or its allocations.

Save

Save opens confirmation. Confirm validates Agent, financial date, positive Amount and, when used, the eligible Paid same-Agent Receipt and amount ceiling. Cancel makes no save.

Confirm & Post

On a saved Draft, choose the top-right three-dot Actions menu and select Confirm & Post. Posting authorizes and locks the Debit Note, revalidates the optional Receipt, creates the Agent Account DEBIT, posts the General Ledger journal and changes status to Paid in the core transaction.

Duplicate-post protection

A Paid Debit Note is treated as an already-completed retry. A non-Paid Debit Note that already has a Debit Note Approved Account DEBIT is blocked for accounting-history review instead of posting again.

Optional Tally boundary

Optional Tally publication is scheduled after the local Debit Note Account/GL transaction commits. A later integration failure does not roll back the locally Paid Debit Note.

Delete and correction

Delete is restricted to Draft/Rejected Debit Notes and creates no financial reversal. Paid/Approved financial history is protected. The current function does not yet provide a dedicated exact Debit Note reversal action.

Batch Confirm/Post

Preview & Confirm/Post Draft Debit Notes can scope by Edition Center and optional District, Agent and dates. Each Debit Note posts in its own protected transaction, so partial success is possible and failed Drafts can be corrected independently.

Print Debit Notes

Individual Print Debit Note is available on Paid records. Batch Print can preview/filter documents and export one combined PDF, individual-PDF ZIP or District-wise ZIP.

Status guide

• Draft — editable, can Confirm & Post, can Delete
• Rejected — editable and can Delete
• In Approvals — locked/current workflow controlled
• Approved — locked in current UI; safe service supports approved posting path
• Paid — read-only financial history; individual Print available

Troubleshooting

• Reference Receipt not found: verify the selected Agent, Paid status, Agent-vs-Customer party type and Edition Center access.
• Amount exceeds Receipt: correct Amount or choose the right Receipt.
• Accounting period not open: correct period setup and retry the same Draft.
• Account not found: correct the Agent Circulation Account.
• Duplicate posting warning: stop and review accounting history.
• Batch partial failure: do not repost successful Paid rows; correct failed eligible Drafts only.
• Delete disabled: every selected Debit Note must be Draft/Rejected.