Purchase Debit Note (Internal)

Bring a supplier’s balance down after their invoice has posted: an overcharge, a price correction, a short delivery or a rebate. In BigLedger’s naming this document always lowers what you owe and never moves stock; to record an extra charge from a supplier, use a Purchase Credit Note or a further purchase invoice.

Overview

The Purchase Debit Note (Internal) applet records a debit note that your company raises against a supplier. Finalising one reduces the amount you owe that supplier: the backend posts a debit to the supplier’s payable account and a credit to the purchase account (or to the GL code chosen on each line), and the document then sits alongside payment vouchers as something that knocks off outstanding purchase invoices. Accounts-payable clerks open it after a purchase invoice has been posted and the supplier’s balance needs to come down — an overcharge, a price correction, a short delivery, a rebate.

A short introduction to the applet:

It is one of the four purchase-side adjustment documents in the platform (server document type INTERNAL_PURCHASE_DEBIT_NOTE). It carries amounts but never moves stock. It can be keyed manually, pulled from an existing purchase invoice through the Search Document tab, uploaded from a CSV through File Import, or created automatically by intercompany processing when a related company finalises a Sales Debit Note (Internal) against your company.

Direction of the posting. In BigLedger a Purchase Debit Note always posts Dr Creditor / Cr Purchase — it lowers the supplier’s balance. If you need to record an extra charge from a supplier (their debit note to you, which raises what you owe), that is the Purchase Credit Note (Internal) in this platform’s naming, or a further purchase invoice. The What posting does table under Lifecycle and effects shows the journal, and the backend fixes the direction per document type (INTERNAL_PURCHASE_DEBIT_NOTE, amount signum +1), not per setting.

Where it fits

Position	Document / applet	Why
Module	Purchasing, Financial Accounting, E-Invoice	Purchase-side adjustment that posts to the General Ledger and is an e-Invoice purchase document type.
Upstream	Purchase Invoice (Internal)	The invoice whose value is being reduced. The Search Document → Purchase Invoice tab lists FINAL purchase invoices, copies their lines into the debit note and links the two documents.
Upstream (knock-off)	Purchase Order (Internal), Purchase GRN (Internal)	The create screen’s KO For tab lets a debit-note line knock off an open purchase-order or GRN line.
Upstream (intercompany)	Sales Debit Note (Internal)	When intercompany processing is set up between two companies in the tenant, finalising the seller’s Sales Debit Note queues a Purchase Debit Note in the buyer’s company.
Downstream	Payment Voucher (Internal), the Contra tab	The debit note’s open balance is consumed by contra against purchase invoices. The Purchase Report treats `INTERNAL_PURCHASE_DEBIT_NOTE` and `INTERNAL_PAYMENT_VOUCHER` as the two settlement document types against purchase invoices.
Downstream	Creditor Report	Shows the debit note’s ARAP balance against the supplier.
Downstream	My E-Invoice Admin	`INTERNAL_PURCHASE_DEBIT_NOTE` is in the platform’s e-Invoice purchase-document set; a FINAL debit note enters the purchase-document matching queue (or the submission flow when marked self-billed).
Sibling	Purchase Credit Note (Internal), Purchase Return (Internal)	The other purchase adjustment documents. Purchase Return also has amount signum +1 but moves stock; Purchase Credit Note has amount signum −1 (same side as an invoice).

Screens and menus

The applet’s sidebar has three working menus plus Settings and Personalization:

Menu	Route	What it is
Purchase Debit Note	`internal-purchase-debit-note`	The listing, with create / edit / bulk actions.
Line Items	`line-items`	A cross-document grid of every debit-note line, for analysis and line-level edits.
File Import	`debit-note-file-listing`	CSV upload that creates many debit notes at once. Removed from the sidebar when the `HIDE_FILE_IMPORT_MENU` setting is on and the user lacks the `SHOW_FILE_IMPORT_MENU` client-side permission.
Settings	`settings/…`	Default Selection, Application Settings (`field-settings`), Printable Format Settings, Webhook, Feature Visibility, Branch Settings, Email Template, Client Side Permission, Role Pricing Scheme Link, Permission Wizard / Permission Set / User / Team / Role Permission, Release Notes, Applet Log.
Personalization	`personalization/personal-default-selection`	Per-user Default Selection.

Listing

The listing shows documents filtered by the applet’s default posting status and date window (see Applet settings). Open the hamburger icon for Advanced Search; its Posting Status multi-select is the only way to see DISCARDED drafts.

Advanced Search panel scrolled to the Posting Status multi-select filter showing DRAFT, FINAL, VOID, and DISCARDED options — Advanced Search — Posting Status filter. Tick DISCARDED to surface abandoned drafts.

Bulk actions on the listing

Listing page bulk action toolbar showing the FINAL, DISCARD, VOID, SINGLE/MULTIPLE PRINT, SELF-BILLED, and SEND EMAIL buttons above the document grid — Bulk actions toolbar above the listing grid. Select rows first.

Button	What it does	When it is disabled
FINAL	Posts every selected DRAFT (journal, ARAP, queues).	No row selected, or a selected row is not DRAFT.
DISCARD	Sets every selected DRAFT to DISCARDED. No GL impact. Client-side confirmation dialog Are you sure you want to DISCARD selected documents?	No row selected, or a selected row is not DRAFT.
VOID	Reverses every selected FINAL document. Client-side confirmation dialog Are you sure you want to VOID selected documents?	No row selected, or a selected row is not FINAL.
SINGLE/MULTIPLE PRINT	Generates PDFs of the selection with the default printable format.	The applet setting `PRINTABLE` (default printable format) is not set.
SELF-BILLED	Sets `einvoice_self_billed = true` on the selection so the e-Invoice is treated as a self-billed document. On a FINAL note it also takes the note out of the purchase-document matching queue and queues it for e-Invoice submission, and it is refused while the company’s e-Invoice status is not Enabled or the note is already queued.	No row selected.
SEND EMAIL	Emails PDFs of the selection using the Email Template, Recipient Email and CC List fields on the same row.	The applet setting `HIDE_SEND_EMAIL_BUTTON` is on (hides the button and its three fields).

SEND EMAIL inline row showing the SEND EMAIL button, Email Template dropdown opened with a searchable template list, Recipient Email dropdown, and CC List text field - all on a single toolbar row — SEND EMAIL row — Email Template, Recipient Email (Billing and Shipping / Billing only / Shipping only) and CC List.

Documents are grouped by recipient address; a document with no address for the chosen recipient type is skipped and reported. The template list is applet-local — it comes from this applet’s Settings → Email Template.

Create and edit forms

The create screen (the + button) has seven tabs: Main Details, Account, Line Items, Payment, Department Hdr, KO For and Contra. Payment, Department Hdr and KO For disappear when HIDE_MAIN_PAYMENT_TAB, HIDE_DEPARTMENT_HDR_TAB or HIDE_KO_FOR_TAB is on.

The edit screen (opening a saved document) has the full set of tabs below — or stacked expansion panels when VERTICAL_ORIENTATION is on. Their order is set in Settings → Default Selection → Details Tab Ordering.

Tab	Purpose	Hidden by
Search Document	Find a FINAL purchase invoice and pull its lines in (`posting_statuses: ["FINAL"]`). Creates a document link (`INTERNAL_PURCHASE_INVOICE` → `INTERNAL_PURCHASE_DEBIT_NOTE`). Only offered while the document is still a draft.	`HIDE_SEARCH_BY_DOCUMENT_BUTTON`
Main Details	Once the note is FINAL, VOID or DISCARDED, branch, location, transaction date, currency, rate and the server document fields lock — but the five external document references and their dates stay editable, so a supplier’s late document number can still be recorded on a posted note.	—
E-Invoice	Sub-tabs Submission, Progress, Notification, Cancellation, Matched History and (when `ENABLE_IMPORT_EXPORT` is on) Import/Export. Buttons: Submit, Send, Request for Rejection, Pushback to Queues, Export, Select From Another Supplier.	—
Account	Picking an entity branch replaces the Bill To and Ship To addresses with that branch’s own, and choosing None blanks them — so pick the branch first and adjust the addresses after. Supplier and entity branch lock once the note is FINAL, VOID or DISCARDED.	—
Lines	Line items with pricing, tax, WHT, department tags, costing details.	—
ARAP	Product-and-services amount, settlement, contra, document open and balance for this document.	`HIDE_MAIN_ARAP_TAB`
Payment	Settlement lines (settlement method, amount, date).	`HIDE_MAIN_PAYMENT_TAB`
Department Hdr	Header-level segment, dimension, profit centre, project.	`HIDE_DEPARTMENT_HDR_TAB`
Trace Document	Journal, cashbook, tax and inventory transactions the posting created.	`HIDE_TRACE_DOCUMENT_TAB`
Contra	Offset this debit note against the supplier’s outstanding purchase invoices.	`HIDE_MAIN_CONTRA_TAB`
Doc Link	Links to and from other documents.	`HIDE_DOC_LINK_TAB`
Attachment	Uploaded supporting files.	`HIDE_ATTACHMENT_TAB`
Export	Print the document with a printable format.	`HIDE_EXPORT_TAB`

Purchase Debit Note Main Details — Main Details tab.

Purchase Debit Note Account Tab — Account tab — supplier and entity branch.

Bill To Address — Account → Bill To address.

Ship To Address — Account → Ship To address.

Purchase Debit Note Lines Tab — Lines tab.

Purchase Debit Note ARAP Tab — ARAP tab — amounts, settlement, contra and balance for this document.

Purchase Debit Note Trace Document Tab — Trace Document tab — the journal and sub-ledger transactions behind a FINAL document.

E-Invoice tab showing the submission status of this Purchase Debit Note to the government tax portal — E-Invoice tab — submission status, UUID and validation results from the tax authority.

Screenshot withdrawn; a recapture from a demo tenant is on the list.

File Import

File Import creates many debit notes from one CSV. Download Sample Format for Purchase Debit Note, fill it, choose the delimiter, drop the file and click ADD. Open the import record and use the Checking tab to see one grid row per CSV row; rows with a validation error are highlighted and the message lands in the paired … Validation Error column. Filter that column to see errors only. The Main tab shows file name, size, format, process status and any top-level error.

File Import Checking tab grid showing one imported row per CSV row, with error rows highlighted in red and a Validation Error column on the left — File Import — Checking tab.

The CSV carries header columns repeated on every line of the same document (branch, location, purchaser, transaction number and date, reference, credit terms, description, remarks, currency, tracking ID, entity code, billing and shipping name/email/phone/address, supplier TIN and e-Invoice identity fields, segment / dimension / profit centre / project, GL code, settlement amount and remarks) and line columns (item reference number, transaction type, quantity, UOM, amount and unit price including tax, GST and WHT code and %, batch, bin, tracking ID, serial number, posting status). Common rejections: an unknown branch, location, entity, item or tax code; a blank or non-numeric amount; a posting status that is not DRAFT, FINAL, VOID or DISCARDED; and a column header that does not match the sample.

Configuration

Before you can use it

Prerequisite	Where	Why
Company, branch, location	Organisation	Company, branch and location are the three required header fields. Branch `MAIN_LOCATION` fills the default location.
Supplier entity	Supplier	The Account tab selects an entity flagged as supplier; whether it is a trade or non-trade payable decides whether the posting goes to `CREDITOR` (AP trade) or `CREDITOR_NON_TRADE` (AP other).
Company default GL codes	Chart of Account → company GL-code links	The creditor mapping (`CREDITOR` or `CREDITOR_NON_TRADE`) is a hard stop in the posting job, not at FINAL: FINAL changes the status and enqueues the job; the job then throws `MISSING_DEFAULT_GL_CODE: CREDITOR` and the note stays FINAL with no journal until the link exists and the journal is built from Financial Report › Error Checking › Trace Document (Missing Journal → Resolve). `PURCHASE` and `INPUT_TAX` are the last fallback for lines and tax lines; if nothing resolves, the journal line is silently omitted, and the supplier’s line — built from what remains — absorbs it, so the journal posts wrong with no error; it fails its balance check only when the supplier has no AR/AP type — see Lifecycle and effects.
Items with a purchase GL code	Doc Item Maintenance	Each line is an item. A `PNS` line’s GL code resolves as line GL code → document header GL code → item-company link with txn code `PURCHASE` → company default `PURCHASE`.
Tax codes	Tax Configuration	GST/SST and WHT codes on lines. Selectors hidden when `HIDE_TAX_CONFIG_SELECTION` / `HIDE_WHT_CONFIG_SELECTION` are on.
Cashbook / settlement methods	Cashbook	Only if you record a settlement on the Payment tab: a settlement-method item must map to a cashbook with a GL code, else the posting job fails after FINAL with `MISSING_CASHBOOK: STL_MTHD [code]` / `MISSING_GL_CODE: STL_MTHD [code]` and the note stays FINAL with no journal.
Fiscal period open	Chart of Account → fiscal years	FINAL is refused with The selected date falls within a locked fiscal period — when the transaction date is in a `LOCK_ALL` / `LOCK_TXN` period.
e-Invoice setup	My E-Invoice Admin	Needed only if the document takes part in e-Invoice processing. `skip_einvoice` on the document, the branch or the supplier bypasses it.
Permissions	This applet → Settings → Permission Wizard / Client Side Permission	Server-side create/read/update/delete on `INTERNAL_PURCHASE_DEBIT_NOTE`; client-side switches listed below.

Applet settings

Settings → Application Settings is the shared Field Configuration screen; Settings → Default Selection holds the header pre-fills. Close to 200 keys reach this applet, and most of them begin HIDE_ or EXPAND_ — one switch per field, column, tab or button, and you see what one did the moment you save. This is a supporting document with little policy of its own, so the list below is short and that is the whole finding: five keys change what the applet will let you do, and one of them reaches the e-Invoice. How settings are stored and who they apply to.

Setting	What changes	Default when never saved	Advisory or hard
Copy shipping details onto the e-Invoice as you edit them `ENABLE_IMPORT_EXPORT`	Every edit to the shipping information and the shipping address on the Account tab is copied into the debit note’s e-Invoice shipping details as well. On a document that will be submitted to LHDN this is the difference between the shipping details on the tax document tracking the document you are looking at and being whatever was typed there first	Off — the e-Invoice shipping details are edited only on their own tab and does not follow the Account tab	Advisory — it decides which store actions the screen dispatches
Let staff type over the standard unit price `ENABLE_EDITING_UNIT_PRICE_STD`	Makes Unit Price (Std) editable on a line — the basis of Std Amount and of the discount the line reports, and on a purchase document the figure the supplier’s list price is measured against. Leaving it off is what keeps that basis stable	Read-only	Advisory — the control is disabled in the browser
Lock the line amount so it can only come from quantity x price `DISABLE_EDITING_AMOUNT_TXN`	Locks the line’s transaction amount, so the amount can only come from quantity × price and cannot be typed over. On a debit note — the document that lowers what you owe a supplier — that is the difference between a claim derived from the lines and a number somebody chose. The toggle itself is only visible on the settings screen to a holder of the `SHOW_DISABLE_EDITING_AMOUNT_TXN_SETTING` permission	Off — the amount can be typed over	Advisory — the control is disabled in the browser
Let each payment line carry its own date `ENABLE_EDIT_PAYMENT_DATE`	Lets a payment line carry its own date. With it off the applet overwrites every payment line’s date with the document header’s date, which is the date the cashbook entry carries and the date bank reconciliation matches on	Off — payment line dates follow the header, silently	Advisory, and it is a rewrite rather than a lock
Lock the exchange rate on the header `CANNOT_EDIT_CURRENCY_RATE`	Disables Currency Rate on the header, fixing the base-currency value of the debit note and the exchange difference recognised against the payable it adjusts. No per-user exception is registered for this applet	Editable	Advisory — the field is disabled in the browser

ENABLE_DUPLICATE_REFERENCE_CHECK behaves as it does on the Purchase Order applet: a red message under the Reference field, no save block, and no filter by supplier.

Two things to know before you change anything on this screen. First, the name in italics under each setting is the applet’s internal key. It is there so you can match what you are looking at to what support asks you about; it is not a stable name and it can be renamed, replaced or dropped when the applet is updated, so do not build a script or an integration around one. Second, a setting can be switched back but it cannot be returned to never saved: the first time anybody saves this screen, every toggle on it is written into your tenant’s settings at whatever it was showing, and the applet stops falling back to its own built-in default. The Default when never saved column above is what you give up at that moment — worth reading before the first save rather than after. Checked against the product on 17 September 2026.

Eight settings this applet reads have no switch on its Application Settings. The shared screen decides which switches to show by the applet’s code, and for these it checks a different spelling, with hyphens where the platform’s code for this applet has underscores: HIDE_FILE_IMPORT_MENU, HIDE_REFERENCE, HIDE_REMARKS, HIDE_CURRENCY, HIDE_BASE_CURRENCY, HIDE_CREDIT_TERMS, SHOW_CUSTOM_DOC_NO and ENABLE_IMPORT_EXPORT. The six header settings in that list are on the Main Details gear once ENABLE_INLINE_APPLET_CONFIG is switched on. The File Import menu switch and ENABLE_IMPORT_EXPORT, the first row of the table above, have no switch anywhere in this applet; a value that is already stored still takes effect.

On the screen and doing nothing

These keys are on the settings screens and change nothing.

The four Department enable keys (dimension, profit centre, project, segment) — declared in the model with a form control on the shared screen but no toggle rendered anywhere, and read by nothing here. Their MANDATORY_* and HIDE_* partners work, so a dimension can be hidden or made compulsory and shows unless hidden; its enable key cannot be turned on. The same four are inert on Purchase Order, Payment Voucher and Receipt Voucher — it is a property of the shared panel, not of this applet.
Filter by today’s transactions — declared, rendered nowhere, persisted with the rest, no reader.

Document behaviour settings

Behaviour	Where it is set	Notes
Posting status on create	No control — new documents are DRAFT. `DEFAULT_POSTING_STATUS` only filters the listing.
Transaction date on FINAL	The FINAL request’s `date_txn_logic` (`USE_FINAL`, `USE_CREATED`, `USE_UPDATED`) applies only when the header’s use transaction date flag is off.	Backend rule; no applet toggle.
Printable formats	Settings → Printable Format Settings (Format Code, Format Name, uploaded template). Marking one as default writes the `PRINTABLE` key. Branch Settings → Printable Format overrides it per branch.	Required for SINGLE/MULTIPLE PRINT, SEND EMAIL and `ENABLE_AUTO_POPUP`.
Email templates	Settings → Email Template — Printable Format, Template Code (dropdown label and email subject), Template (body).	Applet-local.
Approval workflow	No exposed control found (routes and settings components checked).	The workflow columns on the document (`xtn_process_*`) exist in the data model but this applet has no approval screen or binding.
e-Invoice	E-Invoice tab → Submission; `skip_einvoice` on the document, on the branch or on the supplier bypasses processing; SELF-BILLED on the listing sets `einvoice_self_billed`.	A FINAL purchase document of a company whose e-Invoice status is `ENABLED` and which is not self-billed goes to the purchase-document matching queue, where the supplier’s issued e-Invoice is matched against it. Use Select From Another Supplier to correct the issuer details before submitting a self-billed one.
Webhooks	Settings → Webhook (shared component).	Fires on document events.

Email Template settings screen showing the list of templates that are available in this applet's SEND EMAIL dropdown — Settings → Email Template.

Branch settings

Sub-tab	What it controls
Branch Details	Read-only Branch Name, Branch Code, Company; Sales Agent; Rounding Five Cent with a rounding item; Group Discount Item used for header-level discounts.
Default Settlement Method	Settlement method pre-selected on the Payment tab for this branch.
Item Category Filter	Item categories the line picker offers at this branch.
Menu List	Sidebar menus shown to users at this branch.
Pricing Scheme	Pricing schemes used to derive line prices at this branch (also linkable to roles under Role Pricing Scheme Link).
Printable Format	Branch default printable format, overriding `PRINTABLE`.

“Sales Agent” is a UI label, not a purchase-side meaning. The control is the shared app-sales-man picker and it writes the branch’s default_sales_entity_hdr_guid. Nothing in this applet reads that value back — the create screen does not pre-fill Purchaser from it. Purchaser is filled only by ENABLE_EMPLOYEE_LOGIN_AUTO_DETECTION or by hand.

Who can change what

Server-side. Every API call on the document is gated by TNT_API_DOC_INTERNAL_PURCHASE_DEBIT_NOTE_{CREATE,READ,UPDATE,DELETE}_TGT_GUID, each assignable with a target of type Company, Branch, Location or Entity through Permission Wizard or Permission Set. File Import has its own set, API_TNT_DM_ERP_INTERNAL_PURCHASE_DEBIT_NOTE_IMPORT_FILE_HDR_{ADMIN,CREATE,READ,UPDATE,DELETE,OWNER,MEMBER} (READ / UPDATE / DELETE targeted by Company, Branch or Location). These are the only permissions that can return a 403.

Client-side permissions registered for this applet: 34 ACTIVE, one DELETED. Thirty-one of them are price, quantity, discount, amount or tax columns on the line grid, each the SHOW_* partner of a HIDE_* setting. They are worth granting as one bundle to the people who negotiate with suppliers, and not one at a time.

The two that are not a column:

SHOW_COSTING_DETAILS — the costing sub-panel on a line.
SHOW_DISABLE_EDITING_AMOUNT_TXN_SETTING — a permission that gates a setting. The Lock Amount toggle is shown on the Application Settings screen only to a holder. An administrator who cannot find that toggle is missing a permission on their own account.

Registered and doing nothing. IPDN_HIDE_TRACKING_ID_AND_PERMIT_NO is ACTIVE in the registry and nothing uses it. Granting it does not hide Tracking ID or Permit No from anybody; the fields are governed by the HIDE_TRACKING_ID and HIDE_PERMIT_NO settings for the whole tenant. Its companion IPDN_DISPLAY_TRACKING_ID_AND_PERMIT_NO is DELETED and cannot be granted at all. Earlier versions of this page described the first as a working per-user hide.

Checked in code and missing from the registry, so no role can hold them: SHOW_GENDOC_FINAL_BUTTON, SHOW_GENDOC_DISCARD_BUTTON, SHOW_GENDOC_VOID_BUTTON, SHOW_CLONE_BUTTON and SHOW_FILE_IMPORT_MENU. Each is the intended escape from the matching HIDE_* setting, so hiding one of those buttons or that menu hides it from everyone until BigLedger adds the code to this applet’s permission list. Settings → Client Side Permission only grants a code the list already holds; it cannot create one.

A hidden price column is tidiness, not confidentiality. The thirty-one column codes decide which columns one user’s line grid draws. The debit note and its lines are fetched by the same API call for everybody, so the amounts are already in that browser whether the column is rendered or not. If a figure must not reach a person, withhold the API permission, not the column.

Settings → Feature Visibility (shared) hides whole menus per team and is a different mechanism again.

Fields

Main Details

Field	Meaning	Required	Notes / validation
Company	Legal entity that owns the document.	Yes	Filled from the branch. Drives GL-code lookup and the fiscal-period lock.
Branch	Branch recording the liability reduction.	Yes	Default from `DEFAULT_BRANCH` or the personal default.
Location	Stock location on the header.	Yes	Default from the branch’s `MAIN_LOCATION`. No stock movement is posted.
Purchaser	Employee responsible.	No	Auto-filled only when `ENABLE_EMPLOYEE_LOGIN_AUTO_DETECTION` is on.
Tenant / Company / Branch Doc No	Three running numbers.	System	Generated by the backend when the document goes FINAL; shown per `SHOW_DOC_NO_*` permission. `SHOW_CUSTOM_DOC_NO` exposes a custom number field.
Transaction Date	Accounting date.	Not enforced by the form	At FINAL it is refused with The selected date falls within a locked fiscal period when the company’s period is closed with LOCK_ALL or LOCK_TXN. Changing it rewrites every Payment line’s date to match unless `ENABLE_EDIT_PAYMENT_DATE` is on. Locks at FINAL, VOID or DISCARDED; the picker is inactive without the `SHOW_TRANSACTION_DATE` permission.
Credit Terms	Supplier terms in days.	No	Hidden by `HIDE_CREDIT_TERMS`.
Reference, Remarks, Description	Free text.	No	Duplicate Reference. banner when `ENABLE_DUPLICATE_REFERENCE_CHECK` is on — a warning, not a block. Remarks become the journal header description.
Permit No, Tracking ID	Statutory / logistics references.	No	Hidden by `HIDE_PERMIT_NO` / `HIDE_TRACKING_ID` or by `IPDN_HIDE_TRACKING_ID_AND_PERMIT_NO`.
Currency, Base Currency, Currency Rate, Forex Source	Document currency and rate.	Currency yes	Rate locked by `CANNOT_EDIT_CURRENCY_RATE` and after FINAL. The backend re-validates the exchange rate at FINAL.
Server Doc 1–3	Platform document numbers.	System	Hidden by `HIDE_SERVER_DOC_*`.
Client Doc Type, Client Doc 1–5	Supplier’s own document references.	No	Shown per `SHOW_CLIENT_DOC_*` permission.
External Documents (Quotation, Order, Delivery Order, Invoice, Others) + dates	Five reference / date pairs (`xtn_doc_ref_1..5`).	Per `MANDATORY_…` settings	Panel rendered only for this applet in Application Settings.

Account

Field	Meaning	Required	Notes / validation
Entity (Supplier)	Supplier being debited.	Yes (`entityId` required validator)	Must be an entity flagged as supplier; its AR/AP object type selects `CREDITOR` (AP trade) vs `CREDITOR_NON_TRADE` (AP other). Entity `skip_einvoice` bypasses e-Invoice.
Entity Branch	One of the supplier’s own branches (the list is that supplier’s, not yours).	No	Choosing one overwrites Bill To and Ship To with that branch’s addresses; None blanks both; picking a different supplier clears it.
Bill To / Ship To	Name, email, phone, address lines, country, state, city, postcode.	No	Billing / shipping email feed SEND EMAIL.
E-Invoice identity	TIN, ID type, ID number, SST number.	For e-Invoice only	Editable inline; Select From Another Supplier copies from another entity.

Lines

Field	Meaning	Required	Notes / validation
Item	Item or GL-code item.	Yes	`GL_CODE` items skip the numeric validators below.
Quantity	Units.	Yes (`qty` required, minimum 1)	Quantity signum is 0 — no stock movement.
UOM, UOM ratio	Unit of measure and how many base units it holds.	No	Picking a UOM fills the ratio from the item; the ratio stays editable. Quantity is held in base units: Quantity by UOM is quantity ÷ ratio, and typing it sets quantity to that figure × ratio, rounded. The ratio and quantity are read as whole numbers in the calculation, so a ratio of 2.5 is worked as 2. The UOM picker follows the pricing-scheme setting (`HIDE_UNIT_PRICE_STD_PRICING_SCHEME`), not a UOM setting.
Unit price (std / txn / net, incl. and excl. tax, per UOM)	Pricing.	`netAmt`, `netAmtWithTax`, `txnAmt` required for non-GL items	Minimum 0. Standard price editable only with `ENABLE_EDITING_UNIT_PRICE_STD`; transaction amount locked by `DISABLE_EDITING_AMOUNT_TXN`.
Unit discount, discount amount	Line discount, taken off before tax.	No	The two are one figure: discount amount = unit discount × quantity, and typing the amount divides it back into the unit discount. Tax and WHT are then worked on the price after discount.
Tax code, tax %, tax amount	GST/SST.	No	Tax % ≥ 0. Posts to the company default `INPUT_TAX`.
WHT code, WHT %, WHT amount	Withholding tax.	No	WHT % is read-only and comes from the WHT code’s rate. WHT amount = amount after discount × WHT %, and it is subtracted from the line total (net + tax − WHT). The posting writes no journal line for it — the purchase line posts the net amount, the tax line the tax, and the supplier line their total — so record the withheld tax separately if you use it.
Branch (line)	Branch for the journal line.	Yes	Defaults to the header branch.
Segment, Dimension, Profit Centre, Project	Accounting tags.	Per `MANDATORY_…`	Fall back to header values on the journal line.
GL code (line)	Overrides the purchase GL code for this line — first in the precedence.	No	Hidden by `HIDE_LINE_ITEMS_GL_CODE`.
Batch, Bin, Serial, Tracking ID	Stock references.	No	Batch / bin sub-forms require batch number, dates and quantity; bin code and quantity.
e-Invoice classification, tax type, UOM, tariff code, country of origin	e-Invoice line data.	For e-Invoice only
Remarks	Line text.	No	Becomes the journal line description.

Payment, Department Hdr, Contra

Tab	Fields	Notes
Payment	Settlement method, amount, date, remarks.	Date editable only with `ENABLE_EDIT_PAYMENT_DATE`. The applet refuses a line above the outstanding balance with the snack-bar Payment Exceeds Outstanding — a client-side check.
Department Hdr	Segment, Dimension, Profit Centre, Project.	Header defaults for every journal line.
Contra	Target purchase invoice, contra amount, date.	Date editable only with `EDIT_CONTRA_TXN_DATE`.

Lifecycle and effects

Status	Meaning	Allowed next
DRAFT	Editable. No journal, no ARAP.	FINAL, DISCARDED
FINAL	Posted. Header locked.	VOID
VOID	Reversed. Reason stored in `void_reason`.	none
DISCARDED	Abandoned draft. Hidden from the default listing.	none

Backend checks on FINAL:

Check	Result when it fails
Document is not already FINAL	HTTP 403 Generic Document has already been posted to FINAL
Exchange rate consistent for a forex document	exchange-rate errors
Serial / batch / bin quantities consistent	serial, batch or bin validation errors
Transaction date not in a `LOCK_ALL` / `LOCK_TXN` fiscal period	The selected date falls within a locked fiscal period.

The listing’s DISCARD and VOID confirmation dialogs are client-side prompts, not backend checks.

What FINAL does once validation passes: sets Skip E-Invoice from the document / branch / supplier, applies the transaction-date logic, generates the running numbers, creates a base-currency shadow document for a forex document and posts that instead, and starts the main posting job and the message-template (email / notification) job. The journal, the payable amounts and the e-Invoice matching are produced by the follow-on jobs your tenant has switched on.

What posting does

Item	Value
Document type	`INTERNAL_PURCHASE_DEBIT_NOTE`
Direction	Reduces what you owe the supplier; moves no stock
The journal	Each goods line credits the purchase account; tax lines credit `INPUT_TAX`; the balancing supplier line debits `CREDITOR` / `CREDITOR_NON_TRADE`. Net effect Dr Creditor / Cr Purchase, Cr Input Tax — the supplier balance falls. The ordinary purchase journal applies: supplier `CREDITOR`, goods `PURCHASE`, tax `INPUT_TAX`.
Which GL code a goods line uses	line GL code → document header GL code → the item’s company GL link for `PURCHASE` (`ROUNDING` for a header-adjustment item) → company default `PURCHASE`. A line whose GL code cannot be found at any level is silently left out of the journal; the same applies to a tax line without an `INPUT_TAX` default.
Hard stops in posting (after FINAL)	The journal job, not FINAL, fails: `MISSING_DEFAULT_GL_CODE: CREDITOR` / `CREDITOR_NON_TRADE` when the payable account is unmapped; `MISSING_CASHBOOK: STL_MTHD [code]` / `MISSING_GL_CODE: STL_MTHD [code]` for a settlement line whose method has no cashbook or GL code; `TOTAL_DEBITS_AND_TOTAL_CREDITS_NOT_BALANCES: Total Debits: …, Total Credits: …` when an omitted line leaves the journal unbalanced, which happens only when the supplier has no AR/AP type (with one, the supplier line absorbs the omitted line and the journal posts wrong, with no error — see Troubleshooting); `NO_JOURNAL_CREATED` when no line could be built at all. FINAL has already succeeded when these fire; the note stays FINAL with an empty Journal Txn grid on its Trace Document tab. No screen shows which of these fired until the posting is re-run: Resolve in Financial Report’s Trace Document shows the reason if pressed before the cause is fixed, CREATE on Ledger And Journal’s Missing Journal shows only its code, and BigLedger support can read it.
Settlement lines	Each Payment-tab line posts to the settlement method’s cashbook GL and reduces the creditor line by the same amount.
Stock	None. A FINAL debit note writes no inventory transaction.
What VOID reverses	VOID sets the status and reason, voids the forex shadow document if one exists, removes the document from the e-Invoice submission queue and from historical aging, and starts the void jobs; the journal void job posts the mirror-image journal.
Back to DRAFT	Not offered by this applet.

Which void jobs run — journal reversal, payables, e-Invoice — is your tenant’s job configuration, not an applet setting.

VOID and document links. VOID is refused while any later document still has an active link from this debit note; the message lists those documents by type and number, and they are voided first. A contra is not a document link: a debit note that has already been contra’d against invoices is still voidable from the listing, and the void takes the contra with it. Reverse the contra first if the settlement history must stay consistent.

Contra and settlement. The purchase report and the payment voucher treat a FINAL debit note like a payment: its positive ARAP balance is consumed by contra against purchase invoices of the same supplier and currency.

Intercompany. When the seller’s Sales Debit Note goes FINAL, the matching Purchase Debit Note is created in the buyer’s company as a DRAFT with the same lines (unless the pairing rule has Auto Final Target Doc); it posts nothing until you FINAL it. Do not finalise it as it arrives: the seller’s note raised what you owe, and this document type lowers it, so the two companies’ books would differ by twice the note. See Sales Debit Note › Intercompany for what to record instead.

Related applets

Purchase Invoice (Internal) — the document being reduced; Search Document pulls its lines in.
Purchase Credit Note (Internal) — the opposite-sign adjustment (amount signum −1, increases the supplier balance).
Purchase Return (Internal) — same sign as this document but moves stock out.
Purchase Order (Internal) and Purchase GRN (Internal) — knock-off targets on the create screen.
Payment Voucher (Internal) — the other settlement document against purchase invoices.
Sales Debit Note (Internal) — intercompany source that auto-creates this document in the buying company.
Creditor Report and Purchase Report — where the balance and settlement show up.
Chart of Account, Doc Item Maintenance, Tax Configuration, Supplier, Organisation, Cashbook — master data it depends on.
My E-Invoice Admin — e-Invoice queues and portal status for purchase documents.

Troubleshooting

Symptom	Cause	Fix
Note is FINAL and Trace Document → Journal Txn is empty. The reason BigLedger support reads is `MISSING_DEFAULT_GL_CODE: CREDITOR` (or `CREDITOR_NON_TRADE`); no screen shows it until the posting is re-run: Resolve in Trace Document shows the full reason, and CREATE on Ledger And Journal’s Missing Journal shows only its code	The company has no default GL-code link for the supplier’s AR/AP type; FINAL succeeded and the journal job failed afterwards.	Add the link in Chart of Account → company default GL codes, then Financial Report › Error Checking › Trace Document → Missing Journal → Resolve. Resolve, pressed while the cause is still there, posts nothing and shows the reason in the check’s message, so it doubles as the diagnosis.
Note is FINAL, no journal, and the reason BigLedger support reads is `TOTAL_DEBITS_AND_TOTAL_CREDITS_NOT_BALANCES` (Resolve, pressed before the fix, shows Total Debits: …, Total Credits: …)	A line (or its tax line) could not resolve a GL code at any level — line, header, item-company link, company default `PURCHASE` / `INPUT_TAX` — and was dropped from the journal without a message, and the supplier has no AR/AP type, so no supplier line absorbed it.	Map `PURCHASE` and `INPUT_TAX` for the company, or set a GL code on the line, then Missing Journal → Resolve in Financial Report’s Trace Document.
No error, but trade creditors no longer agrees with the creditor ageing, and purchases or input tax are short by the same amount	A line resolved no GL code and was left out of the journal; the supplier’s line was built from the lines that remained, so it absorbed the amount and the journal posted. The note is FINAL with a journal, so Trace Document finds nothing, and the supplier statement and ageing (built from documents) look right. Before go-live, check every code this note uses has a company default, or every item its own	Map `PURCHASE` and `INPUT_TAX` for the company, or set a GL code on the line. Then open each affected note in Error Checking › Trace Document and press Repost beside Posting Journal: it deletes the short journal and builds it again from the note, now with every line. Repost successful means it worked. A failed Repost shows nothing, and it has already deleted the old journal, so open the Journal Txn grid afterwards: if it is empty, press Resolve on the Missing Journal check, which posts the journal or shows why it cannot. Or post a correcting journal yourself.
Note is FINAL with an empty Journal Txn grid; the reason BigLedger support reads is `MISSING_CASHBOOK` / `MISSING_GL_CODE: STL_MTHD [code]`	A settlement line uses a settlement-method item with no cashbook, or a cashbook without a GL code — the journal job failed after FINAL.	Map the settlement item to a cashbook with a GL code, then Missing Journal → Resolve in Financial Report’s Trace Document. Where your company also writes cashbook lines for this document’s payment lines, that line is missing too, and Trace Document does not restore it for this document type: ask BigLedger support.
The selected date falls within a locked fiscal period	Transaction date is in a `LOCK_ALL` / `LOCK_TXN` period.	Change the date or reopen the period.
Generic Document has already been posted to FINAL	Two users (or bulk FINAL plus the edit screen) posted the same draft.	Refresh; no action needed.
FINAL from the edit screen posted stale values	Older builds let FINAL run with unsaved edits (fixed with the “FINAL button to check before SAVE” change).	Update the applet; on older builds click SAVE before FINAL.
No PDF opens after FINAL although `ENABLE_AUTO_POPUP` is on	No default printable format (`PRINTABLE`) — toast No Default Printable Selected.	Mark a format as default in Printable Format Settings.
SINGLE/MULTIPLE PRINT greyed out	Same cause — `PRINTABLE` unset.	Same fix.
SEND EMAIL missing	`HIDE_SEND_EMAIL_BUTTON` is on.	Turn it off in Application Settings.
File Import menu missing	`HIDE_FILE_IMPORT_MENU` is stored on and the user lacks `SHOW_FILE_IMPORT_MENU`.	Application Settings has no switch for it in this applet (see Applet settings), so ask BigLedger to add `SHOW_FILE_IMPORT_MENU` to this applet’s permission list, then grant it under Client Side Permission.
FINAL / VOID / DISCARD button missing for one user only	`HIDE_GENDOC__BUTTON` is on and the user lacks the `SHOW_GENDOC__BUTTON` permission (not seeded by default).	Turn the setting off, or ask BigLedger to add the code to this applet’s permission list, then grant it under Client Side Permission.
A toggle in Application Settings does nothing	It is one of the keys listed under Declared but never read — the applet does not consume it.	No fix needed; the key has no effect in this applet.
Import rows rejected for `AMOUNT_TAX_GST` or the e-Invoice tax-exemption columns	Older sample files predate the columns added for purchase uploads.	Download the current Sample Format and re-map.
Document went into e-Invoice processing although it should not	No skip flag.	Tick Skip E-Invoice on the document, or set `skip_einvoice` on the branch or the supplier.
The supplier’s balance went down, not up	Expected — this document has amount signum +1 (Dr Creditor).	Use a Purchase Credit Note (Internal) or a purchase invoice for a supplier’s extra charge.
Debit note not offered in the Payment Voucher contra picker	Different currency, non-FINAL status, or zero ARAP balance.	Check `doc_ccy`, posting status and the ARAP tab.
A DRAFT shows lines you did not key	It was generated from a related company’s Sales Debit Note by intercompany processing.	Review, then FINAL or DISCARD; the source is on Trace Document / Doc Link.
Clone does nothing	Clone runs as a background job and polls up to three times.	Wait for Cloned Document Ready; if Cloned document not found, reload the listing or clone again.