How to credit or refund a purchase order

Step 1

The tag icon appears for Purchase Orders that have been receipted. Click on it to create a Supplier Credit Note.

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Step 2

Once the tag icon is clicked, the Purchase Order Credit Note screen will appear.

You will see a list of the materials received on the Purchase Order. Click on the green plus icon to credit the item.

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Step 3

You can input the quantity to credit and the reason. To delete the line, click on the trash icon.

You can only credit up to the amount you receipted on the initial PO (so you can’t credit more than what you initially receipted).

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Step 4

Click “Save as Draft” to save the Credit Note as a Draft.

Click “Save and Commit” to commit the Credit Note, remove the items from stock, and export a Supplier Credit Note to Xero.

When it comes to Project Management, you can assign materials on a Purchase Order to Projects. This creates a Material Entry.  

If you are crediting a Purchase Order with related Project Materials on it, then they are displayed under the Related Project Materials section.

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Step 5

If the Material Entries are approved, then the Material Items are removed from stock to be used on the Project.

This means they are unavailable to be returned to the supplier. If you do want to return the Material Items to the supplier, you need to ensure these Material Entries are reset back to Submitted status first.

In step 4, we cannot proceed as the Save and Commit box is greyed out. If you hover over the button, it provides some more information.

Once the Related Material Entries are reset back to Submitted status, we can proceed and commit the Credit Note.

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Step 6

If you receipted in an item that has Batches enabled, you cannot commit the PO Credit Note until you assign a Batch number to return.

The process is the same as the other Batch usage screens. Click on the clipboard icon and assign the Batch numbers and click save. Once done, you will be able to commit the PO Credit Note.