Debit note generator — charge an undercharged amount or record a return to a supplier

How to use the debit note generator

1. Under Document, enter the Debit note no., Date, Against invoice no., that Invoice date and the Reason: undercharged on invoice, additional supply, price revision, return to supplier or other.
2. Under Parties, fill in Issued by (you) and To (the other business), with tax IDs.
3. In Debited items, enter only the amounts being added: description, HSN / SAC, quantity, unit and rate.
4. Under Totals, choose the tax system and rate that applied to the original invoice.
5. Add a short note on how the amount should be paid, then print or download the debit note.

What it does and when to use it

Sometimes an invoice turns out to be too low: a rate was typed wrongly, extra goods went out on the same order, or an agreed price change came into effect. Rather than cancelling and reissuing the invoice, you raise a debit note for the difference. Buyers also use debit notes when sending goods back, to record the amount the supplier should credit them.

The printed debit note has your logo and details, the title “DEBIT NOTE”, its number and date, the invoice it relates to and the reason, the “To” block, a numbered table of the debited items, a summary ending in “Total debit”, the total in words, any GST rate table, your notes and an “Authorised signatory” line.

How it works

Line amount = quantity × rate, less any line discount. Tax is calculated on the debited value at each rate, rounded to the paisa or cent, and for Indian GST shown either as IGST or as CGST plus SGST / UTGST at half the rate each. Total debit = debited value + tax. The figures are held in whole minor units, so a note for ₹6 × 100 comes out exactly ₹600.00. Nothing is uploaded.

Worked examples

A rate difference (the sample). Brochures were billed at ₹42 instead of ₹48, so debit note DN-2026-003 lists 100 at ₹6 = ₹600.00, plus IGST 18% ₹108.00: total ₹708.00, “Seven hundred and eight rupees only”. With the buyer in the same state, the tax becomes CGST ₹54.00 and SGST ₹54.00 instead.

Without tax. Choosing “No tax” gives Total debit: ₹600.00.

A buyer returning goods in the UK. Four faulty LED panels at £37.50 sent back against supplier invoice SUP-8841, reason “Return to supplier”, VAT at 20%: £150.00 + £30.00 VAT = Total debit: £180.00.

Limits and tips

• Quote the original invoice number exactly so the other side can match it.
• The tool does not check tax rules or time limits for debit notes; ask your accountant if unsure.
• Bill new, unrelated work on a fresh invoice. For an advance request before supply, use a proforma invoice.