How to process a supplier refund or credit note?

Scenario 1: the supplier refunds (or partially refunds) a payment you have made

Where a supplier owes money that they repay to you, this can either be added by entering an 'Invoice to Pay' where the total is negative. Or this can be added using the 'Supplier Refund' option when reconciling your bank statement transactions.

With both options, the same fund/category that the original purchase was recorded against should be selected. Both will create a negative expense.

Scenario 2: money owed back is deducted from the next invoice due (via the issuing of a credit note)

• If the deduction is shown on the invoice, reducing the amount owed, you can simply process the invoice as usual.
• If the deduction is not shown on the invoice, then typically the invoice amount would be entered in full, with a second line added as a negative amount for the deduction

If the amount owed to you is greater than the invoice you have received from the supplier, then there is no need to enter the supplier invoice into ExpensePlus at this point, as there will be no invoice payment to make.

Instead, you should wait until you owe money to the supplier, at which point you can follow the process outlined above. If you need to combine multiple pdf documents (to add multiple invoices to one payment) try Smallpdf to do this before uploading to ExpensePlus.