Vendor Credits
Vendor credit memos — credits your vendors owe you; see where each line posts, correct a draft that cannot be posted, and apply them against open bills.
Accounting → Payables → Vendor Credits lists vendor credit memos ("Manage vendor credit memos and apply to bills") — the AP mirror of Credit Memos (AR). When a vendor owes you money back (an overcharge, a cancelled service), record it here and apply it against that vendor's open bills instead of waiting for a refund.
Columns
VCM #, Vendor, Date, Reason, Total, Balance (the unapplied remainder), Status. Search with "Search vendor credit memos..." or filter by status.
Statuses
Draft → Posted → Partially Applied → Fully Applied, or Void.
Actions
- Header: New Vendor Credit opens the create sheet. Each line has an Expense Account: leave "Charge code's expense account" to use the one on the line's charge code, or choose another.
- Row menu: View Details (opens the credit), Edit draft (drafts), Post (drafts), Apply to Bills (posted memos with balance), Delete (drafts), Void.
Applying a vendor credit reduces the bill's balance the same way a payment would — the Balance column tracks how much credit is still unused.
Credit detail
View Details, or a credit's link on a bill's Balance card, opens the credit: its Total, Applied, and Still to apply, the reason and the bill it credits, and its lines with charge code, description, amount, and Posts to — the expense account the post uses and where it comes from ("chosen on this line", "the charge code's account", or the company's default expense account when neither has one). A draft shows Edit draft and Post; a posted credit with something left shows Apply to Bills.
Correcting a draft that cannot be posted
When a line has no usable account (none on the line, its charge code, or as the company default; an account that is not in your chart; or one that cannot take postings), the detail says which line to fix ("Line 2 needs a usable account before this credit can be posted. Choose it with Edit draft: the draft keeps everything else.") and Post stays off. To fix it:
- Select Edit draft, in the detail or the row menu. The draft opens filled in.
- In that line's Expense Account, choose the account.
- Select Save draft, then Post.
If a post is refused anyway, the reason stays written in the credit's detail, not only in a passing message. If someone else changed or posted the draft after you opened it, your save is refused instead of overwriting their change.
Applying a credit
Apply to Bills (row menu or detail), or Apply credit on a bill's Balance card, opens the Apply sheet with the vendor's open bills in the credit's currency. Type how much goes on each and confirm with Apply credit; opened from a bill, that bill is already filled in at what the credit can cover. Each opening of the sheet applies the credit once: a double click or a retry does not apply it twice. If an earlier attempt from the same sheet already went through with other amounts, the sheet says so and reloads the documents so you can check what was applied.
Related
Bill detail
The AP bill detail page — its balance story, its tabs and every action, from Approve, Post, and Record payment to Print, Void, and Delete, plus the duplicate warning.
AP Payments
The vendor payments list and the Record bill payment form — record money paid out, from a bill or from this list, and allocate it across open bills.