GST Debit Note Format

Ready-To-Use GST Debit Note Format for Under Billing

Download GST Debit Note Format in Excel, OpenOffice Calc, Google Sheet, and PDF format for under-billing under the GST Regime.

This template consists of an Auto-numbering system. Thus, you can easily manage the sequence of debit notes. It also consists of Debit Note Register which records debit notes issued during the month.

Moreover, you can record underbilling as well as less collection of GST separately in this Debit Note. It also consists of a Printable Debit Note Format.

What Is GST Debit Note?

When the taxable value or tax charged in the original invoice is less than the taxable value or tax due in compliance with such supply, a registered supplier must issue a GST Debit Note to his client. In other words, when a previously issued invoice has been undercharged.

Moreover, a Debit Note is issued when the consumer has received fewer goods than the actual quantity mentioned in the invoice.

Section 34(1) of CGST Act 2017 Rules for Issuing a Debit Note Under GST Regime

Conditions to Issue GST Debit Note

As per the GST law, during trade or commerce, after the invoice has been issued there could be situations like:

  • The supplier has erroneously declared a value that is less than the actual value of the goods or services or both provided.
  • The supplier has erroneously declared a lower tax rate than what is applicable for the kind of goods or services or both supplied.
  • The quantity received by the recipient is more than what has been declared in the tax invoice.
  • Any other similar reasons.

To regularize these kinds of situations, the supplier is allowed to issue a document called a debit note to the recipient. Once the debit note has been issued, the tax liability of the supplier will increase.

Source: www.cbic.gov.in

Contents of for GST Debit Note Under CGST Law 2017

Contents of GST Debit Note

Source: www.cbic.gov.in

Download GST Debit Note Format (Excel, OpenOffice Calc, & Google Sheet)

GST Debit Note Format

Keeping in mind the rules mentioned above, we have created a GST Debit Note Template with predefined formulas and functions. This template helps issue a GST compliant Debit Note and maintain records of debit notes issued.

Download by clicking below on the desired format:

Microsoft Excel OpenOffice Calc Google Sheet

For regular GST businesses, you can download the Fully Automated GST Invoice Template from the link below:

Fully Automated GST Invoice Template

GST Invoice Template

Additionally, you can download GST templates like GST Credit Note Format, GST Payable Calculator, GST Compliant Inventory Template, Bill of Supply Format Under GST, and Payroll Template With Attendance.

Furthermore, feel free to contact us for the customization of this template as per your requirement. We also design new templates based on your needs. You can hire us for our services on Fiverr or directly contact us at info@msofficegeek.com.

How to Use GST Debit Note Template?

  1. Insert data in all the sections of the Setup File.
  2. Go to GST Debit Note Template.
  3. Select Customer ID, Insert original Invoice Number.
  4. Insert details of the price change or quantity change.
  5. Enter CGST, SGST, or IGST Tax difference if applicable.
  6. Insert Remarks, if any.

That’s it. Your GST Debit Note is ready to print.

Components of GST Debit Note Format

This template consists of 4 sheets: Setup File, GST Debit Note Template, Debit Note Register, and Printable GST Debit Note Format.

Let us understand the working of each file in detail.

Setup File

Debit Note

The purpose of this file is to insert one-time data to save you time while issuing a GST Debit Note. It consists of the 3 sections: Supplier Information, Client Information, and Product Information.

Supplier information consists of the following:

Company Name
Supplier Address
GSTIN
Financial Year
State
State Code

Customer Information consists of the following columns:

Customer ID
Client Name

Client Address
GSTIN
POS

POS is the state in which the customer/buyer is located.

The Product Information section includes the following:

Product ID
Product Name
HSN Code
Price/Rate per Unit
GST Rate

You can pre-define everything in this sheet and the GST Debit Note template automatically fetches the data from this sheet.

GST Debit Note Template

This sheet consists of 5 sections: Supplier Information, Customer Information, Product Information, Tax Difference information, and Other Information.

Supplier Details

Supplier information like company name, company address, GSTIN, State, and State Code are auto-populated based on details entered in the setup file. As per the rules, the invoice consists of the heading “Debit Note”.

GST Debit Note Format

Customer Details

In the Customer Information Section, insert the Debit Note number only for the first time. It should be 4 digit number. Later it will automatically generate the next number in a sequence.

Moreover, select customer ID from the dropdown list and it auto-updates all of the following details:

Customer Name
Customer Address
GSTIN
POS
Code

Insert State Code and Original Invoice number manually.

Product Details

Furthermore, the Product Information section consists of the following columns:

Sr.
Product ID
Product Description
HSN
Reason
Rate
Qty
Taxable Value
GST%
Amount

The serial number is auto-populated. Select product ID and it fetches Product description and HSN. Insert rate per unit, reason, and quantity manually. If the goods are supplied are oversupplied then insert full rate otherwise in the case of under billing, insert the rate difference.

Taxable Value, GST%, and Amount columns are auto-populated.

GST Debit Note Format

Tax Difference Section

This section consists of the following Columns:

Sr.
Product Description
HSN
Charged
Actual GST %
Taxable Value
Diff. GST %
Amount

When the wrong tax percentage is charged in the original invoice then it needs to be displayed separately as per the law.

Hence, Insert the wrong % in the “Charged” column and the Actual GST % in the “Actual” column. Rest all columns are auto-populated.

Other Information

GST Debit Note Format

The summary section displays the summary of the Debit Note. If the Debit Note is an Intra-state it displays CGST and SGST calculations. Whereas, if the Debit Note is Inter-state, then it displays IGST calculations.

The other information section includes the “Remarks” section, signature section, and other miscellaneous details. Moreover, the summary section also consists of Tax Difference where CGST difference, SGST Difference, and IGST Differences are displayed.

Click on the print button and the Debit Note will open the Save as PDF dialog box.

GST Debit Note Format

Once you execute the command the Debit Note number will automatically jump to next in the sequence.

Debit Note Register

Debit Note Register

After you issue the GST Debit Note, it is necessary to maintain client-wise records of the Debit note as per the GST Law. Hence, we have created a Debit Note register to record your Debit notes.

This sheet consists of the following details:

Date
Debit Note No.
Customer ID
Customer Name
GSTIN
State
Taxable Value
CGST
SGST
IGST
CGST Difference
SGST Difference
IGST Difference
Total Amount

Insert date and Debit note number. Select the customer ID and it will fetch other customer-related details like GSTIN, and state. Enter the Taxable Value.

Moreover, insert the amount of CGST and SGST, or IGST, whichever is applicable. The Total amount column is auto-populated.

Debit Note Register

Additionally, you can generate client-wise, date-wise, and location-wise billing statements using the “Filter” option.

Printable GST Debit Note Format

Moreover, click on the image to enlarge and print the Printable GST Debit Note Format or Click on the button below to download as PDF:

Printable GST Debit Note Format

PDF

Frequently Asked Questions

Where to report GST Debit Note on GST portal?

Log in to the GST portal, open "9B – Credit / Debit Notes (Registered)" if the supplies were made to registered customers. Otherwise, if the customer is unregistered, choose "9B – Credit / Debit Notes (Unregistered)."

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