Supplier Refund

This transaction is used for entering supplier refunds against existing Credit Notes. If you are entering a refund for which you did not receive a credit note, you should consider using the General Receipt option.

 

The starting point for creating this entry is one of the following options. View the relevant help files to see how the pop up window for New Receive Money is activated:

 

Supplier Refund

  • Transaction ID: Automatically generated sequential number based on the Transaction Numbering settings for the organisation.
  • Supplier: Use the drop down list to select the appropriate supplier. This field is automatically entered if you are processing a bank statement using an import rule or entering refund directly from a credit note.
  • Reference: Enter any relevant information you may require eg. cheque number.
  • Amount Received: Enter the amount of the refund. This field is automatically entered if you are processing a bank statement or entering refund directly from a credit note, in which case you can change this amount to a lesser value if you require. You cannot save the transaction if this value differs from the Total Amount Allocated.
  • Date: The date that the refund place. This defaults to the current date unless you are processing a bank statement in which case its the date provided by the bank for the line item.
  • Bank Account: The relevant Bank Account for the refund. This field is automatically entered if you are processing a bank statement or entering refund from the Bank->Bank Transactions path.
  • Type: Type of transaction being entered which should be Refund. This field is automatically entered if you are processing a bank statement or entering refund directly from a credit note. It can be changed if required.

 

A list of the supplier's outstanding credit notes (i.e where the outstanding amount is greater than zero) will be displayed for selection. Tick the checkbox in the first column to select an invoice for payment, and enter an amount in the This Payment column. Note that all other columns in this section are read-only and you will not be able to edit the information here.

  • Transaction ID: The transaction ID of a credit note available for refund.
  • Date: The date as specified on the credit note.
  • Amount: The total value of the original credit note.
  • Other Payments: The total of any refunds or allocations against invoices previously made for this credit note.
  • This Payment: The amount of the refund being entered against the selected credit note. This amount cannot be greater than [Amount - Other Payments]. Click on this field to change the amount if required.
  • Outstanding: Calculated as [Amount - Other Payments - This Payment].

 

Note that the amount in the This Payment field can be changed by clicking on the value.

Continue to select and enter refund for as many credit notes as required.

Click the Save button to complete the Supplier Refund.

 

NOTES

Each credit note selected for refund results in one line posted to the Accounts Payable account for this transaction ie. if five credit notes are selected for refund, this transaction will result in five separate lines posted against the Accounts Payable account. This is to allow you to subsequently report which credit notes were refunded by a particular bank transaction.

The transaction can only be saved if the Amount Received equals the Total Amount Allocated.