How are you posting a vendor refund so that it shows int he vendor record?

Question

We received a partial refund from a vendor via a direct deposit. We'd like the refund to show in the FE vendor record but when we enter a credit memo, it's leaving an open credit in the vendor record to apply to a future invoice. The original invoices associated with this refund are from a previous month and were already posted. This refund has been fully received, so how do we show in the vendor record that we received a $196 refund, while also making sure the cash side is correct? Everything we're finding is just telling us how to do manual entries on the backend but not how to connect those to the visible vendor record so the refund shows clearly. It seems like this should be fairly easy and commonplace but we are really struggling to find direction.

Elizabeth Kupec · Answer

Hi @Crystal Bruce I contacted support and was advised to create a “dummy invoice,” but I wasn’t given any additional guidance. I’m unsure how that would work, particularly from a cash perspective. Has anyone on your team used this approach successfully, or could someone walk me through the steps? Thanks!

Crystal Bruce · Answer

Hi @Kristin Otwell and @Elizabeth Kupec - I did run this by the team and they said it can be done, but to ensure the correct steps are taken - they recommend reaching out to Blackbaud support. Thanks!

Elizabeth Kupec · Answer

We have encountered the same issue. A credit memo only works when there is an invoice in the same period to apply it to. Otherwise, we have had to make manual bank adjustments and rely on the description to connect the refund to the vendor. Ideally, all activity related to a vendor would be visible within that vendor’s record. I agree this seems like it should be a straightforward process, so I’m also interested to hear whether there is a solution within FE.