Debit Note Format

What is a Debit Note Format

A Debit Note Format in GST is a structured template used by a supplier to issue a debit note under Section 34 of the CGST Act when the taxable value or tax charged in the original tax invoice needs to be increased.

It contains essential GST fields such as supplier details, buyer details, original invoice reference, HSN/SAC codes, revised taxable values, and applicable taxes like CGST, SGST, and IGST. Using a proper debit note format ensures legal compliance, transparent value adjustments, accurate bookkeeping, seamless reporting in GSTR-1, and helps maintain clear records for audits, dispute resolution, and business credibility.

Debit Note in GST

As per the GST rules, when a seller issues a tax invoice, a debit note has to be issued if any of the below situations arises.

1. If the seller creates the invoice with a value less than the actual value of goods or services provided.
2. If the seller includes a lower tax value than the actual tax applicable for the goods or services sold.
3. If the seller sends more quantity of goods or services than those priced in the invoice.

To regularise these kinds of situations, the seller can issue a debit note to the customer. Thus provided debit note includes a supplementary invoice.

Sample of Debit Note Format

Below is a sample debit note format for GST (Section 34) that demonstrates the standard layout and field order. It shows how to reference the original tax invoice, list items with HSN/SAC, and capture taxable value differences. Note the CGST/SGST/IGST breakup, reason for issue, and serial numbering to keep records audit-ready. Use this example to structure your own debit notes or map fields in myBillBook templates.

Debit Note Format – Details to Include

As per the GST regulation, there is no prescribed template for debit notes. However, it mandates the mention of the following particulars in a debit note.

Debit Note Format Template in Different Formats – Word, Excel, PDF

Debit note templates can be created in many different templates and formats depending on your business needs and preferences. You can find free debit note templates online in various file types, including Excel, Word, PDF, and Google Docs. Some templates are more basic, while others are more detailed and include additional features such as automatic calculations.

Debit Note Format in Word

If you prefer to use Word to create your debit note, you can use a template or create your document from scratch.

To create a debit note format in Word, input the necessary information, such as the seller’s name and contact information, the buyer’s name and contact information, the invoice number, and the corrected amount. You can also include additional details, such as the reason for the correction and any other relevant information.

Debit Note Format in Excel

A better alternative to debit note format in Word is using MS Excel, which is an easy tool to deal with data and numbers.

To create a debit note format in Excel, open a blank Excel sheet, define the fields, enter the required headings for each field, specify the formulas for the addition of price, input tax, to auto-populate date, etc. Once all the required fields are defined, you can save the debit notes format.

Whenever, you wish to create a debit notes format in Excel, make a copy of the sheet, enter the customer and invoice details, and use it.

Debit Note Format in PDF

PDF is a popular tool for creating debit note format in PDF because it is easy to read and share and preserves the document’s formatting. To create a debit note in PDF, you can use a template or create your document using a PDF editor.

You’ll need to input the necessary information, such as the seller’s name and contact information, the buyer’s name and contact information, the invoice number, and the corrected amount. You can also include additional details, such as the reason for the correction and any other relevant information.

Creating Debit Note Format Using myBillBook

Using the myBillBook app to create and manage debit notes has several benefits, including

Convenience: The app allows you to create and send debit notes from anywhere, at any time, using your mobile device.

Accuracy: The app automatically calculates the total debit amount and helps you to ensure that all required information is included.

Efficiency: The app’s user-friendly interface and templates make it easy to quickly create and send debit notes.

Security: The app stores your debit notes securely and allows you to track and manage them easily.

A debit note helps request credits or adjustments from suppliers or other business partners. By using a debit note template and following a consistent format, you can ensure that your credit requests are clear and professional. myBillBook app can help you create and manage debit notes, helping you to streamline your financial processes and resolve any issues quickly and efficiently.

The jewellery billing software from myBillBook can help you create and manage debit notes, streamlining your financial processes and allowing you to resolve any issues quickly and efficiently.

Benefits of using myBillBook to Generate Debit Notes

myBillBook is a comprehensive billing and accounting software that helps businesses create GST-compliant debit notes more efficiently. Listed below are the features offered by myBillBook invoicing software.

• myBillBook helps you calculate CGST, SGST, IGST, cess, and revised values automatically.
• Users can link debit notes directly to original invoices for accurate adjustments.
• Purchase returns automatically update inventory levels in real-time.
• You can customise debit note templates with your logo, GSTIN, and numbering.
• myBillBook is cloud-based, accessible via web, Windows, and Android.
• Supports multiple languages like English, Hindi, Gujarati, and Tamil.
• Create and share debit notes via WhatsApp anytime.
• Integrated with GSTR-1 reporting for faster GST filing.
• Offers 24/7 customer support for queries and assistance.