Vendor Credit Operations

Zoho ERP provides multiple actions that allow you to manage, share, and organize vendor credits efficiently. These actions help you control the bill lifecycle, maintain accurate records, and customize how vendor credits are viewed and handled.

The actions you can perform on vendor credits can be classified into:

Management Actions
List View Actions
Share Actions
Other Actions

Management Actions

The management actions let you manage the lifecycle of vendor credits after they are created, helping you maintain accurate and up-to-date records.

Void a Vendor Credit

To void a vendor credit:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Credits from the dropdown.
Click the vendor credits you want to void.
Click the More icon and select Void.
Enter the reasoning for voiding the vendor credit and click Void It.

Convert a Void Vendor Credit to a Draft

If you’ve voided a vendor credit, you can convert to it a draft. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Credits from the dropdown.
Click the voided vendor credit you want to convert to a draft.
Click Convert to Draft at the top.
Enter the reason for converting the vendor credit to a draft and click Mark as Draft.

Delete Vendor Credits

To delete an individual vendor credit:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Credits from the dropdown.
Click the vendor credit you want to delete.
Click the More icon and select Delete.
Click Delete It in the pop-up that appears to confirm your action.

You can also delete multiple vendor credits at once. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Credits from the dropdown.
Select the vendor credits you want to delete.
Click Delete at the top.
Click OK in the pop-up that appears to confirm your action.

List Actions

The list view actions let you organize and customize how vendor credits are displayed, making it easier to find and review the information you need.

Filter Vendor Credits

You can filter vendor credits to view specific vendor credits using statuses or available custom views. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the filter dropdown at the top and select the required filter.

The following are the statuses of a bill in Zoho ERP:

Draft: Vendor credits that are created but not active will be in the Draft status.
Pending Approval: If Approvals is enabled for the Vendor Credits module, vendor credits submitted for approval will be in the Pending Approval status.
Open: Active vendor credits will be in the Open status.
Closed: If the amount in the vendor credit has been completely applied to the vendor’s bills, the vendor credit will be in the Closed status.
Void: If a vendor credit is no longer active, it’ll be in the Void status.

If you’ve created custom views or have custom views shared with you, you can use them to filter vendor credits. Your custom views are listed under Created By Me, and shared views are available under Shared With Me.

Sort Vendor Credits

You can sort vendor credits to change the order in which they appear in the list view. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column.

OR
Click the More icon in the top right corner.
Hover over Sort By and choose the option based on which you want to sort.

Customize Columns

You can choose the columns to be displayed on the Vendor Credits List page and the order in which they should be displayed by customizing the columns. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the Customize Columns icon.
In the Customize Columns pop-up:
- Check the columns that you want to display and uncheck the columns you want to hide.
  Note: You’ll not be able to uncheck columns with the Lock icon next to them.
- Rearrange the order of the columns by dragging and dropping the fields.
Click Save.

Refresh List

Sometimes, other users of your organization may create new vendor credits or modify existing ones. As a result, you may not have the latest list of vendor credits. You can refresh the vendor credits to get the most up-to-date list. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the More icon in the top right corner and select Refresh List from the dropdown.

The share actions let you use vendor credit information outside Zoho ERP.

Download a Vendor Credit as a PDF

To download a vendor credit as a PDF:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the vendor credit you want to download as a PDF.
Click PDF/Print and select PDF at the top.
Click Save in the pop-up that appears.

Export Vendor Credits

You can export vendor credits from your organization to use them in other applications or for record-keeping purposes. Zoho ERP lets you export either all vendor credits or only the vendor credits with the columns currently visible on the Vendor Credits List page.

Print a Vendor Credit

To print a vendor credit:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the vendor credit you want to print.
Click PDF/Print at the top and select Print.
Click Print again in the pop-up that appears.

Other Actions

You can perform the following additional actions in vendor credits.

Clone Vendor Credit

If you want to create a vendor credit with details similar to an existing one, you can clone the existing vendor credit. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the vendor credit you want to clone.
Click the More icon at the top and select Clone.
Fill in the required details and click Save.

View Journal

Viewing the journal of a vendor credit shows how the vendor credit is recorded in your accounts, including the debit and credit entries. This helps you verify postings and ensure accounting accuracy. To view the journal entry of a vendor credit:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Select the vendor credit whose journal entry you want to view. Scroll down to the Journal section on the vendor credit’s Details page.

OR

Click the More icon at the top of the vendor credit’s Details page and select View Journal from the dropdown.

Attach Files to a Vendor Credit

You can attach files to a vendor credit using the following methods:

Attach the files on your device.
Attach files from cloud resources like Zoho Workdrive, Google Drive, Dropbox, One Drive, etc.
From the Documents module in Zoho ERP.

To attach files to a vendor credit:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the vendor credit to which you want to attach files.
Click Upload Files in the top right corner.
Click the dropdown next to Upload Your Files and select the preferred option.

Add Comments

You can add comments to the vendor credits created in your organization. These comments will only be visible to other users of your organization, and it’ll not be visible to your vendors. To add a comment to a vendor credit:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Vendor Creditsfrom the dropdown.
Click the vendor credit to which you want to add comments.
Click Comments & History in the top right corner.
Enter the comment in the text box. You can also format the message using bold, italics, and underline.
If you want to mention users in your organization, press @ and enter the user’s name or email address.
Click Add Comment. All the comments added to the vendor credit will be available in the All Comments section.