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The Vendor tab of the Returns and Credits Window is shown below and assists you in processing refunds and credits under a variety of scenarios.
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Depending on the combination of the "Credit Type" and "Credit / Refunds For" selections, various transactions will be created in Design Manager to process the refund or credit from your Vendor. The following combinations, and the relevant transactions, are available:
Refund on Credit Card:
Credit on Account:
Creating a Vendor Refund or Return:
First, select the appropriate method of processing the refund or credit in the Credit Type section: Refund Check, Refund on Credit Card, or Credit on Account.
Next, select the type of transaction for which you are being credited or refunded in the Credit / Refund For section: Deposit on a Purchase Order, Vendor Invoice on a Purchase Order, or an Operating Expense. This selection will adjust the Credit / Refund Information as necessary.
The Credit / Refund Information section has the following fields:
After inputting the proper information, click the OK Button to process the credit or refund. Design Manager will always warn you prior to processing the credit or refund at which time you can click the Cancel button to abort the process, if deemed necessary. When processing the credit or refund and other entries, such as Cash Receipts or Vendor Invoices, are waiting to be posted, these other entries will be placed on hold so that the return or credit can be processed.
If you are recording a credit or refund for a Vendor Deposit, you're finished! If you received a refund Check or adjustment to your Credit Card Account, you will see the refunds in the Accounting - Checkbook window and Credit Cards windoe, respectively.
If you are recording a refund or credit for a Vendor Invoice, you will now have to select the appropriate Components and amounts to refund on the Vendor Deposit, Invoice, or Operating Expense Window.
You must change the cost on each Component being refunded by clicking the Edit button to the right of the Purchase Order Component Grid.
On the Vendor Invoice Distribution Window, input the Quantity Paid For and Cost of the Component being refunded in the appropriate fields. Do the same for any Freight, Installation, etc. if necessary. Be sure to input negative (-) values for the Quantity Paid For and Cost amounts!
After adjusting all the costs properly, the amount due on the Vendor Deposit, Invoice, or Operating Expense must equal the sum of the Amount and Re-stock Fee/Loss Amount fields on the Returns and Credits Window! Click the OK button when finished.
If you are recording a refund or credit for an Operating Expense, you will now have to select the appropriate Expense Account(s) to be refunded on the Vendor Deposit, Invoice, or Operating Expense window.
Use the Add button to the right of the Account Distribution Grid to input the proper Expense Accounts and refund amounts on the Vendor Invoice Distribution Window as shown below. Be sure to input negative (-) values for the refund amounts!
After inputting the refund amounts for the proper Expense Accounts, the amount due on the Vendor Deposit, Invoice, or Operating Expense must equal the sum of the Amount and Re-stock Fee/Loss Amount fields on the Returns and Credits Window! Click the OK button when finished.
Applying a Credit on Account:
After you have processed a credit using the Credit on Account method, you will eventually apply the credit to a future Deposit or Invoice from the Vendor. Doing so is very simple. A negative Vendor Deposit or Vendor Invoice will remain on the Accounting - Payments & Checks window. When you enter another Vendor Deposit or Vendor Invoice for the Vendor that exceeds the credit amount, select both the new Deposit or Invoice and the credit payable together. A single Check will be generated for Vendor for the Invoice/Deposit less the credit amount.