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Understanding the Debit Note

The Debit Note is a consolidated financial document that details employee benefits and expense reimbursements for a specific billing period. It serves as a single source of truth for all payable amounts.

1. Debit Note – PDF & Web Views​

PDF View (Official Document)​

The downloadable PDF is a formal document ready for accounting and auditing purposes.

  • Header: Contains Logo, Document Title, and Billing Details.
  • Bill To & From: Clearly lists Client and Service Provider details.
  • Detailed Tables: Validates the costs with itemized lists of Perks and Reimbursements.
  • Final Amount: Displays the Total Due in both figures and words.
  • Bank Details: Includes Account Number, IFSC, and Bank Name for payment processing.

Web Interface (UI)​

The web view offers an interactive way to review the same data:

  • Structured Tables: Easily filter and sort expense reimbursements.
  • Downloads: One-click access to download Excel or PDF versions.

Key Takeaway​

  • Excel: Best for detailed data analysis.
  • PDF: Official record for payments and audits.
  • Web UI: best for quick reviews and accessing downloads.

2. Employee Perks Sheet​

This section lists all benefits provided to employees during the billing cycle.

debitnote

What's Included?​

Each entry contains detailed information about the perk:

  • Perk Name: e.g., Performance Appreciation, Food Perk
  • Type: Reward, Food, Medical, Fuel, etc.
  • Employee Details: ID, Name, Email
  • Redemption Amount: The specific cost associated with the perk redemption

Perk Distribution​

  • Perks can be assigned to a single employee or multiple employees.

3. Expense Reimbursements Sheet​

This section tracks all business-related expenses that have been reimbursed to employees.

debitnote

Expense Categories​

Expenses are categorized for better tracking (e.g., Office Supplies, Business Travel, Software, Recruitment).

Expense Details​

Each reimbursement entry includes:

  • Category
  • Description: Clear title of the expense
  • Employee: Who incurred the cost
  • Reimbursement Amount: Reimbursement value

4. Summary Sheet​

The summary sheet provides a quick financial overview at a glance.

Company & Billing Details​

  • Company Name
  • Contact Email
  • Issue Date & Billing Period

Financial Breakdown​

The sheet breaks down costs into key categories to show the Grand Total.

  • Total Employee Perk redemption
  • Total Expense Reimbursements

This sheet is designed to help finance teams quickly verify the total payable amount without needing to scroll through detailed records.