Manage a vendor credit

The actions available on a vendor credit depend on its status and whether it has been applied. Open the vendor credit.

Before you begin

You need an existing vendor credit. Its status, approval state, applications, and accounting period determine which actions are available. See Create a vendor credit.

Submit, approve, or reject a credit

Open a draft credit and select Submit. If approval is required, the credit changes to Pending approval. An authorized approver can then select Approve or Reject. An approved credit posts; a rejected credit does not.

When available, Withdraw approval returns a submitted credit to an editable state. Eligible credits can also be approved or rejected in bulk from the Vendor credits list.

Copy a vendor credit

  1. Open the vendor credit.

  2. Select More actions > Copy.

  3. Review all copied lines and values. Enter a new reference ID when applicable.

  4. Select Save as draft or Submit.

The copy receives its own vendor credit number and does not inherit applications, purchase-order links, or other related transactions from the original credit. The vendor credit date defaults to today’s date, and the posting period is selected from the new date. The reference ID is not copied. Review these values before saving or submitting the copy.

Edit or delete a vendor credit

Open the vendor credit and select Edit to change fields that are editable in its current status.

Select Delete only when the action is available. A vendor credit cannot be deleted while it has an active approval.

Deleting an eligible vendor credit removes its accounting impact and deletes its payment applications. Review the affected vendor bill and other application balances after deletion.

Create a PDF or send a vendor credit by email

Open the vendor credit and select More actions > Create PDF to generate a PDF of the credit.

For an approved vendor credit, or a credit for which approval was skipped, select More actions > Send by email. Review the recipients, subject, message, and attachment before sending the email. QuickStart closes the drawer, sends the email in the background, and displays a notification with the result. The email action is not available for a credit that has not been approved.

Void a vendor credit

  1. Open a posting vendor credit for which Void is available.

  2. Select More actions > Void.

  3. Confirm the action.

Voiding reverses the credit’s accounting impact. Any bills affected by that credit become available for payment again to the extent of the reversed application.