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How to do a partial or full credit of a Finalised Purchase Order?

At times, we tend to order more parts than we require or order the wrong parts by mistake. In situations like these, you can initiate a credit for the parts that are returned to the supplier.

You can only credit a purchase order if you received the items inside the order and finalised it. If you haven't finalised the order, you can process a return of the items that are being returned to the supplier.

To create a Credit for the Purchase order, Go to Workshop > Orders

Now Click on Filters and make sure Finalised box is ticked so that it will display all the finalised purchase orders.

Now, search for the Purchase order in the search box provided or select the order from the list. Once inside the order, Hover over to the "Save & Exit" button and click on "Credit Order"

Now a Dialog box will appear with the items inside the Purchase Order. Here, tick the items that you returned to your supplier in the Credit box (If you want to credit the entire order, tick all boxes). If you returned only part of the item, you can click on the item quantity under the Credit Qty box and enter the Credit Quantity that you returned to your supplier. For example, if you purchased 15 Litres of Penrite Enviro+ Oil, but want to return 5 Litres, you can simply click on the quantity inside the Credit Qty box and enter the quantity you want to return.

If you click on the Credit Qty box, you will get another dialog box to enter the Credit Qty of the item that you returned. 

Click Save once the required Credit quantity is entered.

Now you can click on Create Credit Order button at the bottom.

A warning dialog box will appear with the total credit amount. You can now click Yes.

This will now create a Credit Order with a negative value of the returned items from the Purchase order. If all the details inside the order are correct, you can then proceed to finalise the order. To do this, hover over to the "Save & Exit" button and then click on "Save & Finalise". 

Now you will be treated with another Dialog box. Here, enter the Supplier Ref which is the supplier reference number of the credit order. Finally, you can click on the Invoice button to Invoice this credit order or click on Finalise order without posting to Xero if you don't want this to be posted to Xero.

Using Xero? You will need to allocate this credit inside Xero to the original purchase order.

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