The first step in recording a Vendor Refund or Credit is ensuring the original Vendor Invoice, Vendor Deposit, or Bill related to the refund has already been entered into Design Manager. If you need assistance entering a Vendor Invoice, Vendor Deposit, or Bill, please refer to the article linked here.
Before getting started, we first need to determine how the last bill against the PO/WO was recorded:
On the left-hand side, navigate to Accounting > Vendor Deposits & Invoices.
Select the Existing tab to view all posted vendor bills.
Locate the last bill recorded against the PO/WO.
There are 2 possible “Type” values you may see:
Proj.PO - vendor invoice
Deposit (Proj.PO) - vendor deposit
The type of the last bill determines how the refund or credit should be recorded. In the example image below, the last bill for the PO displays as Proj.PO, which indicates the LAST entry was a Vendor Invoice. Therefore, the refund should also be entered as an Invoice refund.
Refund for an Invoice
Go to Accounting > Vendor Deposits & Invoices.
On the New tab, select +Add and choose Invoice from the dropdown menu.
Fill in the following fields as needed:
PO Number: The PO/WO associated with the refund.
Invoice Number: The invoice number for the refund. If no invoice number was provided, enter a description that makes the most sense for your records.
Invoice Date & Due Date: The date the refund was received.
Pay With: Select how the refund was received.
Pay With Options
Refund deposited to the bank account:
Select A Check. After posting, go to the Payments window to enter the vendor’s check information.Refund returned to a credit card:
Select the appropriate credit card from the dropdown. This credit will reflect in the Credit Card module under the month the refund was recorded.Refund issued as a credit on account:
Select A Check. The vendor credit will remain in the Payments module as a credit on account.
Lastly, specify where the refunded costs originated:
Click the underlined reference number.
Enter the refunded amount against the appropriate spec.
Be sure to enter the value as a negative amount.
For additional clarification on this process, please see the video linked below.
Refund for a Deposit
Go to Accounting > Vendor Deposits & Invoices.
On the New tab, select +Add and choose Deposit from the dropdown menu.
Fill in the following fields as needed:
PO Number: The PO/WO associated with the refund.
Deposit Date & Due Date: The date the refund was received.
Pay With: Select how the refund was received.
Amount: Enter the refund amount as a negative value.
Notes & Transaction Description: These fields are optional, but can be used for additional documentation or clarification.
Pay With Options
Refund deposited to the bank account:
Select A Check. After posting, go to the Payments window to enter the vendor’s check information.Refund returned to a credit card:
Select the appropriate credit card from the dropdown.Refund issued as a credit on account:
Select A Check. The vendor credit will remain in the Payments module as a credit on account.
For additional clarification on this process, please see the video linked below.
This article covers Vendor Refunds related to Purchase Orders (POs) and Work Orders (WOs).
If you run into any issues or have questions about a specific situation, please contact support@designmanager.com and we’ll be happy to assist.
Related Articles: Vendor Credits: How to Apply & Common Situations