Enter a refund for a prepayment

When a supplier returns an unused prepayment or a part of it, you must record a refund for that prepayment.

1. Go to the Supplier payments (AP302000) window.
2. Click .
3. In the Type field of the top part, select Supplier refund.
4. In the Application date field, select the date when the supplier refund was applied.

   The Application period field is filled out automatically based on the selected application date.

5. Select the supplier.
6. In the Location field, check the supplier location and change it if necessary.
7. In the Cash account field, check the default cash account of the supplier.
   You can change the value, but the currency of the account should be the same as the currency specified.
8. In the Payment ref. field, enter the reference number of the supplier refund.
9. Optional: Add a description of the supplier refund document.
10. On the Documents to apply tab, enter the prepayment or prepayments on which the supplier refund is based. Do the following:
    • To add a document to the list:
      1. In the table toolbar, click .
      2. In the Document type column, select the document type.
      3. In the Reference no. column, select the document from the list of applicable documents.
      4. Check that all the other columns of the Documents to apply tab are correct.
    • To add all applicable documents to the list, click Load documents on the table toolbar.
    • To remove a document from the list, select the document and click Delete row in the table toolbar.
11. Prepare the document for further processing in accordance with the policies of your company:
    • To save the supplier refund with the On hold status, make sure the Hold check box is selected.
    • To save the supplier refund with the Balanced status, do the following:
      • In the Payment amount field of the top part, enter the total amount of the purchase credit note applied to the document.
      • Make sure the Hold check box is cleared.
12. Click .
13. Release the document following your company workflow.

    The supplier refund now has the Closed status.