Manage payables vendor credits

A vendor credit is generally issued when you receive a credit or an advance from a vendor. You must have the manage bills/vendor credits permission in your role to create or delete vendor credits. You must have Pay bills permissions in your role to apply vendor credits.

Jump to:

Create a vendor credit
Delete a vendor credit
Apply a vendor credit
Unapply a vendor credit
Refund a vendor credit
Things to know

Create a vendor credit

There are three ways to create a vendor credit:

From an Inbox document

Select Inbox in the navigation menu
Select the document
Select More Actions
Select Enter vendor credit
Enter details
Select Save

From the vendor details page

Select Vendors in the navigation menu
Select the vendor's name
Select Vendor credits
Select Add Credit
Enter details
Select Save

From the Bills page

Select Bills in the navigation menu
Select Vendor Credits
Select New
Enter details
Select Save

Delete a vendor credit

If you no longer need a vendor credit, you can delete (deactivate) it.

Note: The credit can't be in a closed period, or there won't be a trash can icon to delete the credit.

Deactivate a Vendor Credit from the bills list

Select Bills in the navigation menu
Select the Vendor credits tab
Select the Ref # of the vendor credit you'd like to delete
Select the trash can icon
Select OK to confirm

Deactivate a Vendor Credit from a vendor record

Select Vendors in the navigation menu
Select the vendor's name
Select the Vendor Credits tab
Select the Ref # of the vendor credit you'd like to remove
Select the trash can icon
Select OK to confirm

Apply a vendor credit

There are 2 ways to apply a credit to a bill; from the Bills tab on the navigation menu, or from the Bill Summary window on the bill itself.

Vendor credits can only be applied by users with roles that have pay bills permissions.

From the Bills tab

Select Bills on the navigation menu
Select the credits available link under the invoice amount of the bill you'd like to credit
- Enter the amount of credit you want to apply or
- Select Customize to edit which vendor credit(s) will be applied, and amount of each to apply
  - If you choose not to customize, the oldest credit is applied first
Select Apply

From the Bill itself

Select the Invoice number of the bill
Select the Credits: < amount > link in the Bill Summary
- Enter the amount of credit you want to apply or
- Select Customize to edit which vendor credit(s) will be applied, and amount of each to apply
  - If you choose not to customize, the oldest credit is applied first
Select Apply

Unapply a vendor credit

You can unapply a vendor credit if the bill isn't paid in full, and the credit isn't fully applied yet.

Vendor credits can only be unapplied by users with roles that have Manage vendor credit permissions.

Select Bills in the navigation menu
Select the All Bills tab
Locate the bill the vendor credit is applied to
Select the credits applied link under payment amount
Edit the amount of credit(s) to apply (change to $0 to remove the credit completely)
Select Apply

Refund a vendor credit

If your vendor sends a refund of a vendor credit, delete the active vendor credit in BILL, then manually update your accounting system with the refund information.

Things to know

Deleted vendor credits can't be restored to active status
If a vendor credit has been partially applied, all applied credits will be removed when the vendor credit is deleted
If the vendor credit pays the bill in full, it'll be marked as Paid and won't appear on the Pay page
If there's still a balance, it'll appear on the Pay page as Partially Paid
The Bill will be paid with credits notification will only show if the bill is paid in full with vendor credits applied
Unapproved, denied, unassigned and approved credits can be applied to bills, the approval status doesn't prevent the application. If you don't want a credit applied, it's best to delete/deactivate the credit
You can't unapply vendor credits from fully paid bills
- If you want to remove a credit from a fully paid bill, you'll need to delete/deactivate the vendor credit