Supplier credit
  • 30 May 2023
  • Contributors

Supplier credit

Article Summary

Supplier credit notes can be used when returning goods to a vendor or receiving a discount on already invoiced items. They can be added through the Supplier Credits page, and details such as supplier, date of issue and expense category must be filled in. Self-billed supplier credits can also be created, and existing ones can be edited or deleted. Copying and exporting attachments are also possible actions that can be done by selecting documents and clicking Actions.

Supplier credit notes can be used when you return goods to the vendor (supplier) or in case you are offered a discount on already invoiced items.

Record a supplier credit

Select (...)More-> Supplier Credits -> Add to add the credit notes you received. You will need to fill-in the fields similarly to the ones of a bill. You can view details here.

Selection of supplier and date of issue are mandatory fields. Reference number will help you locate the credit note in the system.

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Below you will find the item lines, where it is mandatory to select expense category. In the example, the supplier credit is regarding a purchase serving supplies used in an ongoing project. By marking as "Billable" the amount will be deducted from customer charge.


Attention: In order for the supplier’s balance to be correct after a refund, the value of the supplier credit (note) must be used to pay off the bill. This can be done by adding a payment either from the bill's view page or from the credit note's page using the "Apply credit" option of '+Add payment'.

Creating supplier credits via bills

In order to save time, you can add a supplier credit note through the bill to which the credit is referred.

Just click on "(...)" and then select Create supplier credit.

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Next, you are taken to the supplier credit note's add page where the bill is automatically set as related document. The amounts are pre-filled to save you time, however you may edit any field necessary.

By saving as issued, the supplier credit is automatically issued and marked as paid off (if the purchase invoice/bill was unpaid), using the due amount from the invoice. In other words, it automatically creates the payment transaction by applying credit, as described previously.

If the supplier credit has already been paid off, you will have to also pay off the credit note by adding a new payment.

Self-billed supplier credit

There are cases where the recipient of the goods/products issues a document on behalf of the supplier (self-billing).
If so, as long as you have created the corresponding document type for Supplier credits through menu Settings--> Document types--> Add, you can go to ...More--> Supplier credits--> Add--> Create a self-billed supplier credit.
Here the necessary fields to fill in are: Supplier's name, Document type, Date and Expense category.


Elorus will ask you to specify a numbering sequence for this type of document in order to distinguish Supplier credit notes from Sales credit notes

Edit supplier credits

You can edit a self-billed supplier credit. To do so, at first you have to disassociate the document's payout by clicking the red bin on Related payments received field.
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You click "Yes, I'm sure" to proceed. Then you can click Edit at the top right of the document's page. The document's status will be set to Draft.

Delete supplier credits

You can also delete the supplier credits you have issued in two ways.
Go to ...More--> Supplier credits, check the documents you want to delete and then click Actions--> Delete selected.
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The other way is to open the supplier credit you wish to delete, click Edit and then Delete at the bottom of the page.
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Please note that deleting the document is an irreversable action!

Other actions

You can copy a supplier credit and/or export its attachments to a zip file.
Both these actions can be done by selecting the documents and then click Actions.
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