Vendor Debit Memos
Vendor Debit Memos
A vendor debit memo records a charge you owe a vendor that was not included in the original bill -- a handling fee, a penalty, or a correction where the vendor undercharged you. Posting the memo increases your outstanding balance with that vendor and creates the corresponding Accounting entry, without modifying the original bill.
Where to find it
Go to Returns > Purchasing > Debit Memos.
Vendor Debit Memos list, Additional Charges applied to Vendors after a bill.
How to create a Vendor Debit Memo
- Go to Returns > Purchasing > Debit Memos.
- Click New.
- Select the Vendor and set the Posting Date.
- Enter the Amount of the additional charge.
- Add a Reference Number and Comments to identify why the charge was created.
- Click Post to apply the debit.
Field reference
| Field | Description |
|---|---|
| Code | Auto-generated reference number; read-only |
| Vendor | The vendor the charge relates to; locked after creation |
| Posting Date | Date the charge takes effect in the Accounting period |
| Amount | The additional amount owed; editable only while the memo is in Draft |
| Reference Number | Optional -- enter the vendor's invoice or fee notice number for traceability |
| Currency | Read-only; set from the tenant's base currency |
| Comments | Free-text notes visible on the memo and in audit history |
| Balance / Credit | Read-only display of the vendor's current balance and available credit |
Document lifecycle
| State | What it means |
|---|---|
| Draft | Editable; no financial impact yet |
| Posted | Vendor balance increased (you owe more); Accounting entry created |
| Archived | Closed and read-only |
Tips
- Only Draft debit memos can be deleted. Archive a posted memo when it is settled or no longer active.
- A debit memo increases what you owe the vendor. If the vendor owes you money instead, use a Vendor Credit Memo or Vendor Credit Note.
- Enter a clear Reference Number and Comments -- debit memos for fees or penalties can be difficult to trace without a paper trail.
Related: Vendor Credit Memos · Vendor Credit Notes · Vendors · Vendor Bills · Audit Trail · Account Priming
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