•A Debit is a payable with a negative amount. 

•A debit will reverse some or all of an invoice amount from one or more invoices, and are essentially negative invoices.

 

Debits are approved in the same manner as invoices. When debits are approved along with invoices, a debit has the effect of reducing the check amount. For a given vendor, the total of all approved invoices (positive payables) must be greater than the total of all approved debits (negative payables) in order for a check to be printed.

 

You can't print a check for a zero or negative amount. When the check is printed, both debits and invoices are shown on the check stub, as well as the check register. This provides you with a strong audit trail.

 

 

If you create a 1000.00 invoice for ten cases of meat received at 100.00 per case. Upon inspection, one case is spoiled. So you create a debit for -100.00.  You then fully approve both the debit and invoice. When you print the check, the check amount will be for 900.00, and the 1000.00 invoice and the -100.00 debit will appear on the check stub.

 

 

If you don't want debits applied to any invoices in the current check run, then don't approve the debits.