Credits
The Credits section shows all open and applied credit memos across your customers. Find it under Invoices > Credits, and on each individual customer's page.
Credit memos are created in your ERP. Suppli syncs them in and cannot create one, so if a customer needs a credit, issue it in your ERP, and it will appear here on the next sync.
If your account has the updated table view, you can also choose which columns to display, reorder and resize them, save your view, and filter or sort by any column.
Columns
Columns are grouped into four categories. Use the column picker to show or hide the ones you need.
Identity
Column | What it shows |
|---|---|
ID | The credit memo ID from your ERP. Always visible |
Name (Legal) | The customer's legal business name |
Name (DBA) | The customer's doing business as name |
Job/Ship-to | The job or ship-to tied to the credit |
Location | The branch or location associated with the credit |
Assigned Rep | The rep assigned to the customer |
Amounts
Column | What it shows |
|---|---|
Issued | The original amount of the credit memo |
Outstanding | The unapplied amount remaining |
Dates
Column | What it shows |
|---|---|
Issue Date | The date the credit memo was issued |
Applied Date | The date the credit was fully applied. A partially applied credit stays Open and has no applied date |
Aging
Column | What it shows |
|---|---|
Aging | Days since the credit memo was issued. Only calculated while the credit is Open. Fully applied credits show N/A |
Status | Open if any unapplied amount remains, or Applied if it has been fully applied |
This table has no Memo column. The memo lives in the sidebar only, so you can't add it to your view or sort by it.
The credit sidebar
Open a credit by clicking the ID, or by clicking the three dots on the right of the row and selecting View Details.
Credit details show the Location, Customer, Job/Ship-to, Created On, and Amount. The customer and job/ship-to link through to their records.
Memo is a note you can write, save, and edit later.
The activity timeline shows what has happened on the credit:
Credit Memo Date. The date the credit memo was issued.
Credit Applied. The date and amount applied, with a link to the payment it was applied on.
Credit Refunded. The date and amount of an invoice refund that covered funds paid with this credit, with a link to the refund and the reason. This does not mean the credit balance came back. See the section on unapplying below.
Any edits made to the credit in Suppli.
Click the Activity ID to open the related payment or refund.
What you can do to a credit
Hover a row and click the three dots, or use More in the sidebar.
Action | What it does |
|---|---|
View Details | Opens the sidebar |
Manual Override | Edits the credit's issue date, issued amount, or outstanding amount in Suppli. Requires the Manage ERP Objects permission, and is not available while the credit is part of a pending payment |
Delete Credit | Removes the credit. Requires the Manage ERP Objects permission, and is not available once the credit has been used on a payment. Contact support if you need one removed after that point |
Mail Delivery | Sends the credit memo to your customer by physical mail, where they are enrolled in mail delivery |
Keep in mind that Manual Override changes the credit in Suppli only. Your ERP is still the source of the credit, so match anything you change here in your ERP.
Applying a credit
Credits are applied during the Receive Payment flow on invoices.
Select one or more outstanding invoices under the Invoices tab.
Click Receive Payment.
Enter the amount you want to pay.
Select the checkbox on the credits you want to use from the list of available credits and deposits. You can filter that list by All, Credits, Deposits, or Selected, and see a running total applied.
Enter the amount to apply from each.
Click Receive Payment.
Credits and deposits are applied to the invoices you selected, oldest to newest. The total credits applied cannot exceed the credits available.
Your customers can apply their own credits. When paying a payment request in the customer portal, available credits show in their payment summary, and they can apply them themselves. So a credit may be used without anyone on your team applying it.
Depending on your configuration, a credit may have to be applied for its full outstanding amount. If the applied amount is locked and cannot be edited, partial credit application is not enabled for your account.
How credit usage reaches your ERP
Credit usage travels with the payment it was applied to, so the timing and the behavior depend on your integration. In some integrations, a payment that uses a credit isn't pushed automatically and must be entered in your ERP by your team. See your integration's article for how yours handles it.
If a credit shows as applied in Suppli but the corresponding credit is still open in your ERP, contact support with the credit ID and the payment before adjusting anything on either side.
Unapplying a credit
Once a credit memo has been applied, it cannot be unapplied.
Voiding or refunding the payment it was applied to does not restore the credit balance either. That is the first thing most people try, so it is worth knowing before you start.
To give the balance back to your customer, issue a new credit memo in your ERP. It will sync into Suppli and be available to apply.
If the issue is that the credit amount itself was wrong rather than the application, Manual Override can correct the amounts in Suppli, and you should make the same correction in your ERP.
Getting help
Email support@gosuppli.com with the customer name, the credit ID, and the payment ID if the credit has been applied.