Receive a supplier refund
Updated
Record money a supplier pays back into a cash desk or a bank account — an overpayment, or cash after goods went back. The purchase order does not change.
Note
A supplier refund moves cash. It does not reverse input VAT and does not move stock. A purchase credit note is the document that reduces tax. A purchase return takes goods out. This list is Ribbon → Purchasing → Documents → Supplier refunds, not the credit-note list.
How to#
To receive a supplier refund, open Ribbon → Purchasing → Documents → Supplier refunds.
Press New. Fill Legal entity, Supplier, and Amount. Pick Cash desk or Bank account, not both. Supplier contract can name the contract whose payable this money returns; leave it empty for the slice with no contract. Basis can name the purchase order; leave it empty for an advance to the supplier. Notes can stay empty. Save. The card stays Draft. The desk or bank balance stays as it was.
Then press Receive refund. The state becomes Paid. The desk or bank balance rises by Amount. What the company owes that supplier on that contract rises toward zero (an advance to the supplier falls). The card is read-only. The purchase order stays Received.
The state on the card does not receive the refund. Only Receive refund does. Until you press it, the document stays Draft, however many times you save.
Example
You already advanced the supplier 30. They send 30 back into the bank.
After Receive refund of 30: the bank is up 30. The advance falls to 0. Stock does not move. Input VAT stays. The purchase order stays Received.
Before the refund After Receive refund of 30 Bank 0 30 Advance to the supplier 30 0 Pieces still in unchanged unchanged Input VAT unchanged unchanged
Tip
The desk or account must be in the currency of the refund's contract (else the supplier card, else the legal entity's currency). When that currency is not the legal entity's, fill Exchange rate. Paying the supplier is a different document — Pay a vendor.
If the command refuses#
| What you see | What to do |
|---|---|
| Enter an amount greater than zero. | Enter a positive Amount. |
| Select the legal entity. | Fill Legal entity, Save, then Receive refund. |
| Select the supplier. | Fill Supplier. |
| Select exactly one: a cash desk or a bank account. | Fill Cash desk or Bank account, not both, and not neither. |
| The cash desk or bank account was not found or is not in use. | Pick a live desk or account. |
| The cash desk or bank account holds another currency than the refund. | Pick a desk or account in the supplier's currency. |
| The refund currency differs from the legal entity's: enter the exchange rate. | Fill Exchange rate, or use the legal entity's currency. |
| Contract "…" belongs to another supplier. | Pick a Supplier contract of this Supplier, or clear the contract. |
| Contract "…" is signed by another legal entity. | Pick a Supplier contract of this Legal entity, or clear the contract. |
| No open fiscal period for {date}. | Add a fiscal period that covers the document date. |
| The command says the accounting period is closed | Set Status to Open on that period, or use a date in an open period. |
| Receive refund is not on the card | The document is not Draft, or it is already Paid. |
See also