The following article provides steps in handling supplier credits and refunds. If you're not sure when to use Pay Bills and Write Cheques, see What is the difference between bills, cheques and expenses?

Scenario 1: Link a supplier refund cheque to a supplier credit

If the refund is for returned inventory items, you need to create a supplier credit.

Step 1: Enter the supplier refund cheque in the Deposits screen

  1. Select Create ⨁ then Bank Deposit.
  2. In the Add funds to this deposit section, fill in the following fields:
    • Received from: Select or enter the supplier name.
    • Account: Select the Accounts Payable account.
    • Amount: Enter the cheque amount.
  3. Select Save and close.

Step 2: Link the deposit to the supplier credit

  1. Select Create ⨁, then Expense or Cheque.
    Note: Both Expense and Cheque recognise and record expenses. When you use Cheque, the transaction adds to the list of cheques that you can print.
  2. In the Payee drop-down, select the supplier name.
  3. Leave the Ref/Cheque no., Payment date, Amount and Memo fields blank.
  4. In the Add to Expense or Add to Cheque section, select Add for the outstanding supplier credit and deposit.
  5. Select Save and close.

Scenario 2: Pay bills using supplier credits

Step 1: Enter the supplier credits

  1. Select Create ⨁, then Supplier Credit.
  2. In the Supplier field, select the appropriate supplier name.
  3. Enter the Date, Amount, and Account (the account used here is typically the original expense account on the original bill).
  4. Select Save and close.

Step 2: Pay the bill using the supplier credits

  1. Select Create ⨁, then Expense or Cheque.
    Note: Both Expense and Cheque recognise and record the expense. When you use Cheque, the transaction adds to the list of cheques that you can print.
  2. In the Choose a payee drop-down, select the supplier name.
  3. Leave the Ref/Cheque no, Date, Amount and Memo fields blank.
  4. In the Add to Expense or Add to Cheque section, select Add for the outstanding bill and supplier credit.
  5. Select Save and close.

Why do I have supplier credits?

If you recorded cheques for Suppliers in the Cheques screen and didn't enter bills, you may end up with negative balances for your Suppliers.

To fix this, either go back and delete the bill payments and replace them with cheques, or simply enter one or multiple bills to link the bill payments to.

To link the Supplier credits with bills, first create the bills. When you're ready to link the bills to Supplier credits:

  1. Select Create ⨁ then Cheque.
  2. In the Payee drop-down, select the supplier name.
  3. Leave the amount field blank.
  4. In the Add to Cheque section, select Add for the outstanding bill and supplier credit.
  5. Select Save and close.