How to Setting Up Purchase Debit Note Management in Fit+club App

The Fit+club mobile app provides robust tools for managing Purchase Debit Notes. A Debit Note is a document sent to a vendor to formally request a credit for goods returned or an overcharge, effectively reducing your payable amount.

Recording & Managing Purchase Debit Notes #

When you need to adjust an invoice or request a refund from a vendor, a Debit Note is the official record. Fit+club streamlines this process, ensuring your financial records are always accurate.

Feature Overview #

The Purchase Debit Note feature enables you to:

• Create new debit notes to formally request a credit from a vendor.
• Select the vendor and the specific products for which you need a debit.
• Record details such as the debit note date, notes, and a reference number.
• Log any payment received from the vendor against the debit.
• View a list of all debit notes and their status.
• Download, share, and manage debit note documents.
• Edit, Delete, or Copy existing debit notes.

Step-by-Step Instructions: #

1. Log in to your Fit+club account on your mobile device.
2. Navigate to the Purchase Debit Note Section:
   • From the dashboard, locate the three-dot menu icon at the bottom right corner of the screen.
   • Tap this menu icon.
   • A pop-up menu will appear from the bottom. From this menu, tap on the “Purchases” navigation option.
   • Then, tap on “Debit Note” from the expanded “Purchases” menu.
3. View and Create a New Debit Note:
   • You will now be on the “Debit Note” list screen. This screen displays a list of all existing purchase debit notes.
   • To create a new debit note, tap the “+” button at the bottom right corner of the screen.
4. Manage General & Party Details:
   • This will take you to the “Create Debit Note” screen.
   • In the “General” section, you’ll see an auto-generated Voucher Number (e.g., DN/AB00001) and a Voucher Date. You can tap the “Edit” button to change these if needed.
   • Under the “Party” section, tap to “Select Party” and choose the vendor to whom you are issuing the debit note.
5. Select Products for Debit:
   • Under the “Products” section, tap “+ Add Items”.
   • Select the product(s) or items for which you are requesting a debit.
   • You will be able to specify the Quantity and review the Rate for each item.
6. Add Notes, References, and Record Payment:
   • The “Other Details” section allows you to add important information:
     • Notes: Use this field to provide a detailed reason for the debit note (e.g., “damaged goods,” “overcharged on invoice #123”).
     • Reference No.: Enter a reference to the original invoice or a vendor credit note number.
   • The “Payment” section allows you to record any payment or refund received from the vendor for this debit note.
     • Enter the Amount received.
     • Select the Payment Type (e.g., Cash, UPI).
7. Save the Debit Note:
   • After filling in all the details, tap the “Save” button at the bottom of the screen.

Managing an Existing Debit Note (Details & Actions) #

Once a debit note is created, you can access its detailed view and perform various actions:

1. View Debit Note Details:
   • From the “Debit Note” list, tap on the specific entry you wish to view.
   • This will open the detailed “Debit Note” screen, showing all the recorded information.
2. Document Actions (Download, Share, Message):
   • On the detailed debit note screen, you’ll find options for managing the document:
     • Download: Tap the “Download” icon to save a PDF of the debit note record to your device.
     • Share: Tap the “Share” icon to send the PDF via email or other apps.
     • Message: A dedicated “WhatsApp” icon” might be present for direct sharing.
3. Advanced Management Options (Add Payment, Edit, Delete, Copy):
   • To access further management options, tap the three-dot menu icon at the top right of the detailed debit note screen. A dropdown will appear with choices such as:
     • Add Payment: Tap to record an additional payment received for this debit note.
     • Edit: Tap “Edit” to modify any details of the existing debit note.
     • Delete: Tap “Delete” to permanently remove the record.
     • Copy: Tap “Copy” to create a duplicate of the current debit note, saving you time if you have a similar document to create.

These features ensure that you have a complete and auditable trail for all debit notes issued to your vendors.