Record a refund from a vendor

Sometimes a vendor pays you back instead of taking a credit off your next bill. Record that refund against the vendor credit. The money goes into the account you choose, and the credit has that much less left to use.

Who can do this

Owners, and Staff whose Team has Apply and refund vendor credits. Field users can’t work with vendor credits.

1. Open the credit — Go to Vendor Credits and open a credit with credit left to use.

2. Choose Record refund — It sits beside Apply to bills while credit is left. From the list, open the row’s menu and choose Record refund.

3. Fill in the refund — “Record a refund from <vendor>” asks for the Amount (up to what’s left on the credit), the Date, Paid into (the money account it went into), the Method and an optional Reference.

4. Save — Press Record refund.

The toast says “Refund recorded” and how much from the vendor is in your books. It’s posted to your books: the money account goes up and what the vendor owes you comes down. The credit’s page lists the refund under Refunds with its date, method, account, reference and amount, and Left to use drops. When nothing is left, the credit reads Used.

If you enter more than the credit has left, you see “This credit has … left to refund.” and nothing is saved.

Delete a refund recorded by mistake

1. Find the refund — On the credit’s page, find it under Refunds.

2. Delete it — Open its menu and choose Delete refund. Spine asks “Delete this refund?” first.

3. Confirm — Press Delete refund.

The refund is reversed in your books and the credit has that much back to use. It stays listed, marked deleted.

Tip

The Unused 60+ days card on the Vendor Credits list shows open credit that’s been sitting for two months or more — a good time to ask the vendor for a refund.