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Create a Credit Invoice (Credit Memo)

  • Updated

The invoicing feature gives suppliers the ability to create credit invoices against existing customer orders, to process refunds or adjustments.

 

Prerequisites

  • Audience: Supplier (Existing User)

  • Intent: Create and submit a credit invoice against a Purchase Order (PO).

  • Access: The corresponding Purchase Order must be available within your supplier profile.

  • Closed Orders: If you need to issue a refund for an overpayment and the order is in a Closed state. You must reach out to the customer for further assistance.

 

Step 1: Locate the Order

  1. Go to Transactions on the left side panel.

  2. Click View Orders.

 

  1. Use the Filters (Customer, Order Type, Order Number, Order Date From, Order Date To) to locate the desired order.

  2. Select the desired order number on the Orders screen.

  3. Click Invoice Order on the order detail screen.

 

Step 2: Configure the Credit Invoice Header

  1. The Invoice Order screen will appear.

  2. In the Invoice Number field, insert a unique Credit Invoice Number.

    • Recommendation: If you need to use the original invoice number, append a suffix like "-C" to the end (e.g., INV12345-C) to indicate a credit and ensure uniqueness.

  3. Enter the Create Invoice Date.

 

Step 3: Select Lines and Enter Negative Quantities

  1. Any lines that already have a submitted invoice against them will be deselected, by default.

  2. Select the checkbox to the left of each line item you wish to credit.

  3. In the Quantity field for the selected line(s), enter a NEGATIVE quantity to indicate the number of items being credited.

  4. In the Unit Price field, enter a POSITIVE dollar amount (the original price of the item). The Subtotal Amount will now display as a negative number (indicated by the subtotal amount in parenthesis).

 

Option: Credit Shipping Charges

  • If you are also crediting shipping, enter the shipping amount as a NEGATIVE dollar amount in the Shipping box under the subtotal.

 

Step 4: Submit the Credit Invoice

  1. Once completed, click Create at the bottom of the page.

  2. Your credit invoice will be sent to the customer for review.

 

Results/Validation

The credit invoice is submitted to the customer. It will be reviewed and processed to reconcile the balance on the original order.

 

Alert Message: [Your Customer's Name] does not allow invoicing through the Supplier Portal, please contact them directly.

The alert message appeared because your customer disabled the ability to submit invoices, within your supplier profile. We recommend reaching out to your customer, to inquire how they would like the invoice to be submitted against the order.

 

What's Next/Related

  • View Submitted Invoices (To check the status of your submitted credit invoice)

  • You can also watch a short video on this process: