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Vendor Credit

The Vendor Credit module manages credits received from vendors — issued when you need to reduce what you owe (overbilling, purchase returns, discounts, corrections). Instead of modifying the original bill, vendor credits record adjustments clearly and traceably, keeping payables accurate and maintaining an audit trail of all expense adjustments. Drafts, approval workflows, and sharing options provide proper control.

Key functions​

  • Create and manage vendor credits
  • Save drafts and process approvals
  • Apply credits to bills
  • Share vendor credit links
  • Export and manage documents

Creating a vendor credit​

  1. Open Vendor Credit from the main menu and click Create.
  2. Select the vendor and enter a reference number.
  3. Choose a reason code.
  4. Enter category details — category account, quantity, price, billing frequency, amount, description.
  5. Optionally add an attachment, notes, and footer.
  6. Choose a save option (bottom-right): Save as Draft (editable later), Save (Created stage), Save and Approve (directly Approved), or Save & Send for Approval.

Approving​

⋯ menu → Approve, or open the view page and click Approve.

Applying credit to a bill​

  1. Open the vendor credit and click Apply Credit.
  2. Select bill(s), ensuring the selection matches the credit amount.
  3. Confirm. The vendor credit moves to Applied and the bill is marked Paid.
note

Vendor credits must be applied in full — partial application is not supported.

Issuing vendor credit from a bill​

  1. Open the bill and click Issue Vendor Credit — the credit opens with the amount auto-filled.
  2. Enter the issue date and reason code, review details.
  3. Click Save & Apply — the vendor credit is marked Applied and the bill Paid.

Sharing and other actions​

Open the view page and click Get Share Link to share directly. From the ⋯ menu: Edit (unless restricted by status), View, Duplicate, Export to PDF, Add Attachment (also during edit or from the view page), and Void — cancels permanently (behaves like delete).

FAQs​

Draft vs Created? Draft is incomplete and editable; Created is saved and ready for approval or application.

What happens when applied? The credit moves to Applied and the bill is reduced or marked paid.

Send vs Share? Send emails the credit to the vendor; Share generates a link you send manually.

Track activity? The view page shows details, applied bills, and attachments.