With bexio
supplier credits, you can
easily create and book credit notes from your suppliers. These credits can then be used to
settle or offset outstanding invoices from the same supplier. Supplier credits are listed along with all other document types under the supplier's contact, providing a comprehensive overview of all transactions with your suppliers. This allows for a complete determination of the status of a supplier's open receivables.
Additional links:
❯ Support Video "Supplier Credit Note"Content
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Click on "More" → "Inbox."
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Upload the document from your computer or send it via email to your inbox. More information on uploading files to your inbox can be found here.
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Click on the "three-dot menu" and select "New Supplier Credit Note."
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Then select the supplier contact and create the new supplier credit note.
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Click on "Expenses" → "Supplier Credits."
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Click the green button "New Supplier Credit Note."
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Then select the supplier contact and create the new supplier credit note.
As long as the supplier credit note is in draft status, you can adjust the title and numbering, select the credit date, currency, and contact person, and enter a supplier reference directly into the supplier credit note.
The standard numbering, currency, and accounting account are adopted from the default settings of a supplier credit note. The VAT rate is always taken from the basic VAT settings, unless a specific VAT rate has been assigned to the expense account in the chart of accounts.
If the specified accounting account differs from the one you need for posting, you can change it under "Accounting Account." Additionally, ensure the correct VAT rate is applied.
Once you have entered the credit amount, you can click "Mark as Open" and post the supplier credit note. Alternatively, you can save the credit note as a draft by clicking the "Save" button in the top right.
You have now created a supplier credit note.
Good to know: Based on the principle that no booking should occur without a document, you can attach the original supplier credit note as a document to the bexio supplier credit note. If the document has not yet been attached/linked, you can do so on the right side of the supplier credit note.
You can easily attach documents to your supplier credit note using "Upload file... - Drag and drop - Select file" or "Select from inbox." More information on uploading files to your inbox
Posting rules for supplier credit notes:
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All expense & income accounts that are not system accounts are available under "Accounting Account." System Accounts
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Exception: Account 2201 is available for selection, even though it is a system account.
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VAT specifications are applied according to the "Basic VAT settings" under "All Settings - Accounting."
You can find the default settings for supplier credit notes under "Settings" - "All Settings" - "Functions & Modules" - "Supplier Credit Notes."
In these settings, you can define a default currency, a default accounting account, a possible prefix, and the minimum length of automatic numbering for new supplier credit notes.
Tip: To save your supplier credit note, you must assign a unique document number. This is ensured by automatic document numbering. It is also possible to manually adopt the original number of your supplier credit note. This allows you to find the supplier credit note, for example, in accounting reports in bexio, using its original number. You can also use the "Reference" field for this purpose, which can be filtered in the list of supplier credit notes.
To edit or delete a supplier credit note that has already been marked as open, it must not be in a closed VAT period or a closed fiscal year, and you must reset it to "Draft" as follows:
- Open the supplier credit note to be edited.
- Delete any connections to supplier invoices until the supplier credit note shows "Open" status again.
- In the status bar of the supplier credit note, click the "3-dot menu" in the top right → "Reset to Draft."
- Make the necessary changes to the supplier credit note and mark it as open again. If the supplier invoice is completely incorrect and needs to be deleted, click "Delete" in the "3-dot menu."
Once a supplier credit note is "marked as open," it can be offset against an open supplier invoice as follows:
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Open the supplier credit note you wish to offset against a supplier invoice.
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Select the supplier invoice to be offset from the list of supplier invoices.
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Click "Credit" to offset the supplier credit note against an open supplier invoice.
The supplier credit note and the supplier invoice will now be automatically updated as follows:
- The outstanding amount of the supplier invoice will be reduced by the amount of the supplier credit note.
- Both the supplier invoice and the supplier credit note will change status, displaying the currently outstanding or available amount.
In the detailed view of a supplier credit note, you can see which supplier invoice(s) have been credited with it. Using the "Remove" button next to the credited supplier invoice, you can detach the credit from the supplier invoice.
Note:
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Only supplier invoices and supplier credit notes with the same currency and the same supplier (contact in bexio) can be offset against each other.
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The list of supplier invoices appears in the supplier credit note once it is no longer in draft status.
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A supplier credit note can be offset against any number of supplier invoices until it is fully credited.
Good to know: Supplier credit notes can be offset against each other from the supplier credit note or the supplier invoice.
Tip: To offset a supplier credit note against another supplier invoice, simply detach the connection using "Remove" in the supplier credit note itself or in the credited supplier invoice.
Important: With the current version of supplier credit notes, you cannot yet record repayments from suppliers. Therefore, we recommend that you continue to record these business transactions with manual entries.