Claim money back from a supplier

A return to a supplier is a claim: you tell them the goods were wrong and ask for money or replacements. A claim starts as a draft when you decide Return to supplier, or scrap with the claim switched on, in Receipt decisions.

Move a claim along

1. Open Warehouse → Receipt decisions and go to Supplier claims.
2. Click Open on a claim.
3. Under Where it stands, take the next step:
   • Issue to supplier moves it from Draft to Issued.
   • Supplier accepted or Supplier rejected records their answer.
   • Goods sent back when the parcel leaves.
   • Replaced instead when they send replacements.
   • Cancel claim withdraws it.

A claim counts as money only from the day it is issued, until it is rejected, canceled or settled with replacement goods. A draft is a plan, not a receivable.

Record the refund

When the supplier pays, open the claim and under Record a refund enter the Account, the Amount and Date received, then click Record refund. Leave the date empty for today. A day in a period you have already closed is refused. When refunds cover the whole expected credit the claim becomes Paid back. A refund recorded by mistake can be reversed with Reverse.

If the account is in another currency than the claim, you need an exchange rate in Settings → Currency.

What it changes

• The credit comes off what you owe the supplier. If you had already paid in full, the supplier shows as owing you.
• A claim for scrapped units offsets the defect loss on the profit and loss, dated the day it was issued. If the supplier rejects it later, the take-back is dated that day. A month you have closed never changes.

Related

• Decide what happens to defective deliveries
• Confirm, pay and cancel a purchase order