Vendor credits can be managed and associated directly to POs in Prendio. Once a credit memo is associated with the correct PO, an update will be available to push to an ERP system.
Updated on December 03, 2024
Please note that Vendor Credits is currently available for clients with QuickBooks Online or NetSuite ERP integration utilizing the Prendio Connector. NetSuite clients who utilize a third party connector will likely be enabled at an ad hoc basis. Prendio will work to support remaining ERPs as we progress with this feature.
After processing a Vendor Credit, the corresponding funds and/or quantity will be automatically returned to the original Purchase Order (PO).
Uploading a Vendor Credit and Adding Details
Processing a Vendor Credit in Vouchers
Vendor Credits in AP Push of AP Management
Vendor Credits in an ERP System, Reports, and Order History
Uploading a Vendor Credit and Adding Details
In Accounts Payable find the Scan tab and Scan Upload. Upload the credit memo manually (Add Files or drag and drop) to Add Scanned Files to the Queue or upload the credit memo by emailing to the company’s Scan Upload Email:
If uploading directly to the queue, ensure that Start Upload is selected after the document(s) are added:
Once uploaded, the document moves to Scan Match where details of the credit memo can be added via the Credit Memo tab. Check off the bottom of the credit memo:
Select the Credit Memo tab on the right and add details. Please add the credit memo amount as a positive value. Prendio will recognize the value as a credited entry:
Once the PO number is recognized by Prendio, the PO Amount Remaining appears for invoicing:
Please note the following when adding in details for credit memos as error messages may appear if data disrupts the following information:
- Credit Memo # is a required field and has a maximum of 20 characters. This field will also search in case of a duplicate document number.
- Credit Memo Date is a required field and cannot be before or the same as the PO creation date.
- PO# is required field and must be a valid PO in Prendio with a Confirmed status.
- Credit Memo Amount is a required field and must be entered as positive amount. The credit amount cannot surpass the PO amount or cumulative sum of submitted credit memos.
- Tax & Freight amount credited cannot surpass PO amount.
After credit memo details have been added, select Done, Next:
Processing a Vendor Credit in Vouchers
The credit memo will now move to the Vouchers tab in Accounts Payable. The Document Type will indicate Credit Memo and assigned a Voucher number:
Available Receipts will indicate NA as receipts are not required to process a credit memo:
In the Actions column, notes can be added to the voucher:
If notes have been added, the icon turns green:
Locate the credit memo and select View (eyeball) in the Actions column:
The next screen will display the uploaded credit memo on the left and items/services from the PO on the right:
Select the line(s) to match the credit memo details displayed on the left:
Details from the uploaded credit memo:
Add in any Tax or Freight amounts reflected on the credit memo:
Ensure that the Credit Memo Total matches the total on the uploaded document:
Once complete, select Done, Next:
The voucher will be moved to the AP Push tab of AP Management. Users will be redirected back to the Vouchers tab of Accounts Payable. A success message will appear at the top of the screen:
Vendor Credits in AP Push of AP Management
The credit moves from Vouchers of Accounts Payable to the AP Push of AP Management:
In the AP Push, credit memos will show a negative amount in red:
Select the credit memo by checking the box to the left:
In the Selected Actions dropdown, select Push to ERP….Let’s Push by Connector or Push to ERP…Let’s Push by Export if not integrated with an ERP system:
The Let’s Push window appears. Select Push to allow Prendio to move the credit memo and any other selected vouchers to the ERP system:
Once the Push is complete, the Push window disappears. The credit memo will move from the AP Push tab to Paid Bills:
If the credit does not appear in Paid Bills, please adjust the Date Range to include the date of the date of the credit memo.
Vendor Credits in an ERP System, Reports, and Order History
The credit memo will appear in the ERP system. In the example below, QuickBooks Online is used as the ERP system:
If selected, a Push bundle will be available for download in the ERP system with the Voucher number for the credit memo. Depending on what is selected, the bundle can include a PDF copy of the Credit Memo, PO, and Approval Summary. (Please note that bundle options can be maintained in AP Management > General > Accounting > AP Push bundle):
Vendor Credits will appear in Reports. In the example below, the AP Order Analysis report is shown with the credit details:
When viewing the Order History of a PO, credits will appear with a negative value. The corresponding funds and/or quantity will be automatically returned to the original Purchase Order (Amount Remaining on this order). Once pushed to an ERP system, the credit will also appear in the Payment column:
