Self-Billed Debit Note
A Self-Billed Debit Note (SBDN) is a document that you create on behalf of a vendor to record an increase in the amount payable for a previously issued self-billed invoice.
In a self-biling arrangement, when additional charges arise after the self-billed invoice is issued, such as due to under-billing or subsequent costs, you must create a self-billed debit note instead of editing the original self-billed invoice.
Scenario: Zylker has a self-billing agreement with an overseas vendor. After issuing a self-billed invoice, Zylker is informed that additional freight charges apply. They create a self-billed debit note to record the increase in the payable amount, ensuring their records remain compliant with the self-billing arrangement.
When to Create a Self-Billed Debit Note
You can create a self-billed debit note when:
- The original self-billed invoice is billed for an incorrect lesser amount.
- You need to add additional goods or services.
- You need to pay additional charges after the self-billed invoice is issued.
- An additional adjustment amount increases payable to the vendor.
Note: If the payable amount needs to decrease or the transaction needs to be cancelled, create a Self-Billed Credit Note instead.
Enable Self-Billed Debit Notes
Before creating self-billed debit notes, you must enable it in the settings. Here’s how:
- Go to Settings.
- Navigate to Organization Settings and, select General under Setup & Configurations.
- In the General tab, under Select the modules you would like to enable, select Self Billed Debit Note.
- Click Save.
Once enabled, the option to create self-billed debit notes will appear in the Bills module.
Insight: If self-billed debit notes is disabled, you cannot create or filter self-billed debit notes. However, existing self-billed debit notes will continue to appear in bills module.
Create a Self-Billed Debit Note
You can create a self-billed debit note for an existing self-billed invoice from the Bills module. Here’s how:
- Go to Purchases and select Bills.
- Click the dropdown next to + New, and select Create Self Billed Debit Note.
- In the New Self BIlled Debit Note page, fill in the following details.
| Fields | Description |
|---|---|
| Vendor Name | Select the vendor on whose behalf this self-billed debit note is being raised. |
| Location | Choose the location you want to associate with this transaction. |
| Debit Note# | Enter a unique number to identify the self-billed debit note. |
| Reference Bill# | Select the self-billed invoice number for which you want to create the self-billed debit note. |
| Order Number | Enter an order number for reference, if applicable. |
| Debit Note Date | Select the date on which this self-billed debit note is issued. By default, the current date is auto-filled. |
| Transaction Posting Date | Select the date on which this transaction should be posted to your accounts. By default, the current date is auto-filled. |
| Due Date | Select the due date by which the additional payable amount must be settled. |
| Payment Terms | Select the payment terms applicable to this self-billed debit note. When you select a payment term, the due date will be adjusted accordingly. |
| Accounts Payable | Select the accounts payable account to which this self-billed debit note should be recorded. |
| Reverse Charge | Check this option if the transaction is subject to reverse charge. You must apply reverse charge when an overseas vendor provides a service. |
| Subject | Enter a subject or brief description for this self-billed debit note. |
| Warehouse Location | Select the warehouse location associated with the items in this self-billed debit note. The available warehouse locations are based on the selected location. |
| Selection Type | Select how you want to add items to the debit note. Choose Single Location to select items from one location, or Multiple Location to select items from multiple locations. |
| Item Tax Preference | Select whether the line item rates in the debit note are Tax Inclusive or Tax Exclusive. |
| Discount Type | Choose how you want to apply the discount At Transaction Level or At Line Item Level in the self-billed debit note. |
| Bulk Actions | Choose this option to update multiple line items at once. Select Bulk Update Line Items from the dropdown, select the required line items, and then click Update Customer to update the customer details, Update Reporting Tags to update the reporting tags, or Update Account to change the account for the selected line items. You can also select Show All Additional Information to view and edit the reporting tags for each line item individually. |
| Account | Select the expense or purchase account to which each line item should be recorded. |
| Description | Enter a description for the line item to provide additional context about the additional charge or adjustment. |
| Rate | Enter the rate for the line item. |
| Tax | Select the applicable tax rate for the line item. |
| Customer Details | Associate a customer with the line items in this debit note. By default, it is set as Non-Billable. Mark as Billable to invoice the cost to the customer at a later stage. |
| Amount | Displays the calculated amount for each line item based on the rate. |
| + Add New Row | Click this option to add a new line item row. To add multiple items at once, select Add Items in Bulk from the dropdown, then select the required items and specify their quantities. Each item will be added as a separate line item. |
| Sub Total | Displays the sum of all line item amounts before discounts and adjustments are applied. |
| Discount | Click the dropdown to select Percentage or Currency, then enter the discount amount or percentage. Click Apply After Tax to apply the discount after tax is calculated. |
| Adjustment | Enter an adjustment amount to adjust the total. Use a (+) sign to increase the total and a (-) sign to reduce it. |
| Total | Displays the final payable amount after applying taxes, discounts, and adjustments. |
| Notes | Enter any internal notes or remarks you want to record against this self-billed debit note. |
| Attach File(s) to Bill | Click Upload File to attach supporting documents to the self-billed debit note. You can upload up to 5 files, with a maximum size of 10 MB per file. |
- Click Save as Draft to save the self-billed debit note as a draft, or click Save as Open to record it as an open payable.
View Self-Billed Debit Notes
All self-billed debit notes are listed within the Bills module along with bills. A self-billed icon is shown next to the document number to help you identify them. Here’s how:
- Go to Purchases in the left sidebar and select Bills.
- Select the desired self-billed debit note that you want to view.
Filter Self-Billed Debit Notes
You can use the custom view in the Bills list to filter and view only self-billed debit notes. Here’s how:
- Go to Purchases in the left sidebar and select Bills.
- Click the view dropdown at the top of the list (it shows the current view name, such as All Bills).
- Select Self-Billed Debit Notes from the list of available views.
The list will display only self-billed debit notes, making it easy to review and manage them separately from regular Bills.
Note: Advanced search does not support filtering exclusively for self-billed debit notes. Hence, use the self-billed debit notes custom view to filter self-billed debit notes records.
Self-Billed Debit Note Reports
Self-Billed Debit Notes follow the behaviour of Bills and are included in the Payables Reports in Zoho Books. You can use these reports to track the additional payable amounts recorded through self-billed debit notes alongside your regular bills.
To view payables reports:
- Go to Reports in the left sidebar.
- Under Report Category, select Payables.
- Under Payables select the report you want to view.
The following payables reports include self-billed debit note data:
- Vendor Balance Summary
- Accounts Payable Aging Summary
- Accounts Payable Aging Details
- Bills Details
Self-Billed Debit Note PDF
Self-Billed Debit Notes use the Bills PDF template. When you generate the PDF, Zoho Books displays Self-Billed Debit Note as the document title on the printed PDF to comply with self-billing regulations. The remaining layout and details follow the Bills PDF template.
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