31 October 2013
Sir actually we have received 100 pcs water tank from our creditor named as ABC co. We found one tank was damage and we want to claim of the same from transport. So, for the same we debit to the transporter account. So, pls tell me is it right or wrong. Sir we do not want to delete to this sales invoice voucher. That's why we cut the sales invoice to creditor, who is one of us transporter as named XYZ tpt co. Pls guide me.
11 November 2013
I know it sir. But my company told me that sales invoice can not be deleted. That's why i raise sales invoice. Now pls you suggest me.
23 July 2025
Got it! Let me clarify the situation step-by-step:
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### Your situation:
* You received 100 water tanks from your **creditor** (ABC Co.). * One tank was damaged during transport. * You want to claim the loss from the **transporter** (XYZ Tpt Co.). * You have raised a **sales invoice** to the transporter (even though they are not your customer) because your company policy says sales invoices cannot be deleted.
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### Key points and best practices:
#### 1. **Can you issue a sales invoice to a creditor?**
* Normally, **sales invoices are issued to customers** for goods/services sold. * Creditors are usually vendors or suppliers — if they are not your customers, you **should not issue sales invoices to them**. * If your creditor also buys from you (i.e., is a customer), then yes, you can issue a sales invoice.
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#### 2. **What to do in case of damaged goods received?**
* Since the damage happened during transport, you want to recover loss from the transporter. * The correct way to do this is to issue a **debit note** or a **claim note** to the transporter, not a sales invoice.
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#### 3. **Why a debit note?**
* A debit note adjusts the amount payable or receivable and acts as a formal document to claim compensation or recover loss. * This keeps your accounting clean and accurate.
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#### 4. **What about deleting sales invoices?**
* If your system or company policy doesn’t allow deleting invoices, then you should **not create incorrect invoices** just to bypass this. * Instead, raise a debit note or a credit note properly referencing the original transaction.
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### **Suggested solution for your case:**
* Do **NOT** raise a sales invoice to the transporter. * Raise a **debit note** (or claim note) to the transporter for the damaged tank amount. * Keep this debit note as the document for your claim. * If your system doesn’t allow deleting a wrongly raised sales invoice, talk to your accounting or IT team to rectify the process or handle it through proper reversal entries.
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### Summary Table:
| Scenario | Correct Document | Reason | | ------------------------------------ | --------------------- | ---------------------------------------- | | Selling goods to customer | Sales Invoice | Records sales transaction | | Claiming loss from transporter | Debit Note/Claim Note | Adjusts amount recoverable due to damage | | Creditor is also a customer | Sales Invoice | Applicable if sale happens to creditor | | Creditor only supplier, not customer | No sales invoice | No sale transaction exists |
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If you want, I can help you draft a **sample debit note** format for claiming damage from transporter. Would you like that?
CAclubindia
