Supplier refunds

Who can use this: Owner, Manager, Accountant. URL / Route: /finance/ap/supplier-refunds (finance.ap.supplier-refunds.index). Detail: finance.ap.supplier-refunds.show, edit, update, create, store, destroy. Action endpoints: finance.ap.supplier-refunds.post, void. Plan / feature gate: feature:tracker.vendor_credits_debit_notes (default: enabled on standard plans). Permissions: purchases.refunds.view, purchases.refunds.create, purchases.refunds.edit_draft, purchases.refunds.delete, purchases.refunds.post, purchases.refunds.void.

Purpose

A Supplier refund records money coming back from a supplier. Use it when:

• a supplier refunded part of a bill (return, overcharge correction),
• you got a cash rebate or claim payout from a supplier,
• a supplier returned a deposit because the order fell through.

This is the AP counterpart of a Refund receipt. It's distinct from a Debit note, which only reduces the AP balance without moving cash.

Step by step

Browse supplier refunds

Open /finance/ap/supplier-refunds. Each row shows the number, date, supplier, amount, destination account (Cash/Bank), and status.

Create a supplier refund

Route: finance.ap.supplier-refunds.create / store. Permission: purchases.refunds.create.

1. Click New supplier refund.
2. Pick the Supplier.
3. Set the Date.
4. Pick the Destination account — the Cash / Bank account the refund is paid into.
5. Enter the Amount and a Reference / Method.
6. (Optional) Link the originating Bill or Debit note for the audit trail.
7. Save as Draft or Save and Post.

Edit a draft / Delete a draft

finance.ap.supplier-refunds.edit / update for drafts; finance.ap.supplier-refunds.destroy to delete drafts only.

Post a supplier refund

Route: finance.ap.supplier-refunds.post. Permission: purchases.refunds.post.

Writes the GL journal:

• Debit the Cash / Bank account.
• Credit the supplier's AP control account (reducing the debit owed by the supplier), OR credit a Refund Received income account if the refund doesn't link to an existing balance.

If linked to a Debit note, the Debit note's unapplied balance is reduced.

Void a posted supplier refund

Route: finance.ap.supplier-refunds.void. Permission: purchases.refunds.void.

Reverses the GL journal, restores the Debit note balance (if linked), and marks the refund Void.

How the journal looks

A JOD 117 refund consuming an existing debit-note balance (the supplier paid back what you'd already booked as owed to you):

The debit note's unapplied balance drops to zero; the cash lands in the bank.

A JOD 117 refund with no linked debit note (e.g. a one-off cash rebate — the refund creates the supplier credit and immediately settles it):

A partial refund of a JOD 117 debit note — supplier only paid back JOD 50:

The debit note's unapplied balance becomes JOD 67 and stays available to offset future bills.

Common mistakes

• Destination account is not a bank/cash. Supplier refunds must land in a real Cash / Bank account. Payment-receivable or clearing accounts are blocked. Pick the actual account the money arrived in.
• "I posted the refund but the debit note still shows the same unapplied balance." The refund only consumes the debit-note's balance if you linked the debit note on the refund form. Re-open the refund, link it, and re-post.
• Currency mismatch. A supplier refund is in the supplier's currency. If the supplier paid you back in a different currency (e.g. they paid USD but they're an EUR supplier), book it as a separate bank receipt and journal-adjust the supplier balance.
• Period locked. Posting and voiding both blocked.
• Refund booked as Other Receipt by mistake. If you took a supplier rebate but didn't go through this page, it lands on Payments as a generic "Other Receipt" — fine, but it won't show on the supplier profile or in supplier-refund reports.

Behaviour and rules

• Supplier-refund JE source label. On the Journal entries page, the supplier-refund JE is tagged with the light-blue Supplier Refund chip.
• Payments page. Supplier refunds also surface on the Payments page tagged Supplier Refund under the Money Out section (from the workflow's perspective). Filter to source_kind=supplier_refund to see all of them.
• Period lock. Posting / voiding require the date's period to be open.
• Destination account must be a real cash / bank account.

Permissions / restrictions

• View / create / edit drafts / post: purchases.refunds.{view,create,edit_draft,post}.
• Void / delete drafts: purchases.refunds.{void,delete}.

Related

• Debit notes — the bookkeeping side of supplier credits.
• Bills — the originating document for most refunds.
• Suppliers — refund history shown on the supplier profile.
• Payments — every supplier refund appears here as a "Supplier Refund" row.
• Reports — Supplier Balance Summary, Cash Flow.