Send a remittance advice

A remittance advice tells a vendor what you paid and against which of their invoices, so they can match your payment without calling you. Spine makes it from the payment when you ask for it — as a PDF to download, or emailed to the vendor with the PDF attached.

Who can do this

Owners, and Staff whose Team has Open Vendor Payments. Emailing it also needs Create own vendor payments, an email address for the vendor, and email sending set up on your server. Field users can’t send one.

Download it

Open the payment and press Download remittance advice (or choose it from the row’s menu on the list). The PDF, named like remittance-VPY-0012.pdf, shows your business, the vendor, the payment’s number, date, method, reference and amount, and each bill paid: the vendor’s invoice number, its date, its total, what was paid now and what’s still owed. It’s always light, in your business’s formats.

Email it

1. Open the payment — Go to Vendor Payments and open the payment.

2. Choose Email remittance advice — It’s the main action on the page when it can be sent. Otherwise, find it under More. From the list, the row’s menu opens the payment’s page with the dialog.

3. Check the email — To is filled in with the vendor’s address. The Subject reads “Remittance advice — VPY-0012 from <your business>”. Change the Message if you like. The PDF is attached.

4. Send — Press Send. The dialog is the check, so nothing more is asked.

A toast says “Remittance advice sent”, and who it went to. The payment’s Activity adds “Remittance advice emailed to …”, and the email shows in your email log.

When Email isn’t offered

The menu item says why:

• “Add an email address for <vendor>” — add one on the vendor’s contact.
• “Set up email sending first” — your server needs email set up. See Email.

Tip

The remittance advice isn’t stored or numbered. It’s made fresh each time from the payment, so it always matches what the payment paid.

If sending fails, the dialog says “Couldn’t send it. Try again.” and stays open with your message.