Vendor (supplier) credits are used when you return goods to a vendor for a refund, or if the vendor sends you a credit for damaged or faulty items. Brightpearl provides two methods of recording a vendor credit:
Using a purchase credit order
A purchase credit is received against a purchase credit order (much like receiving a purchase invoice against a purchase order) and provides a visible record of the refund and the ability to print documents. A PC journal is created.
The currency of the purchase credit order is inherited from the vendor. Change it on the vendor's contact record before creating the purchase credit order if required.
Note: Stock tracked products cannot be added to a purchase credit. Goods being returned to a vendor will need to be removed from stock using a stock correction. Brightpearl uses FIFO costing method, so you will need to select the specific items at the relevant cost.
Using this process creates only the PC accounting journal and provides no other record or option to print documents.
- Go to Vendors > Vendor credit.
- Search for the vendor (only primary vendor contacts are searchable) or add a new vendor.
- Select the tax date and due date. Click +30 days to automatically assign a 30 day due date.
- Enter the Credit Reference.
- The currency from the contact is shown, but this can be changed if the credit is to be of a different currency. Currency won't be shown when operating a single currency system.
- If a foreign currency is selected, the system exchange rate will be displayed. Edit as required.
- Enter any descriptive details about the invoice. These will be saved on the accounting journal.
- Select the tax code and enter the invoice net or total. The tax amount will be automatically calculated. To manually enter a tax amount, uncheck the Auto-calculate tax checkbox.
- Select the account code the charge relates to.
- To add more rows using a different tax rate or account code click the Add row button and then enter the details.
- To simultaneously create a payment and mark this credit as refunded, select the Mark as paid at the same time checkbox, select the bank account and enter a payment reference. The payment will be created in the same currency, with the same exchange rate and for the same amount.
- To add a Channel, Project or Lead Source click Extra Options.
- Click the Enter Credit button to finish and post the accounting journal.
Foreign currency purchase credits
A purchase credit is always created in the currency of its vendor's contact record, and the invoice is always created in the currency of the order. A foreign currency order is assigned an exchange rate which is then used to convert the credit values into base currency for the financial reporting, but the credit balance seen on the vendor account and invoice document is in the foreign currency.
A vendor can have credits in multiple currencies by changing the currency on their record before adding an order, or where orders are added for secondary contacts of a company which have different currencies (all credits are against the primary contact). A vendor account with invoices in multiple currencies will have a separate balance for each currency.