Enter an Accounts Payable Credit (Unallocated)

Purpose

Use this process to enter an Accounts Payable (AP) Credit that will be allocated to an unpaid invoice at a later date.

Who Should Use This

Trust Accountants

Steps

1. Navigate to Invoices & Credits

Go to:
Accounts Payable → Invoices & Credits

2. Enter Transaction Details

• Supplier / Owner
  Select the supplier or owner to be credited.

• Credit Note #
  Enter the supplier credit note number.
  If no credit note has been issued, enter the original supplier invoice number.

• Order Number
  Enter the work order or purchase order number, if applicable.

• Credit Date
  Enter the date shown on the supplier credit note or client stamp.

• Transaction Type
  Select Credit.

• Payment Method
  Displays automatically based on the supplier or owner setup.

• Property
  Select the property to apply the credit to. This should match the property used on the original invoice.

• Unit
  Select a unit if the expense relates to a specific unit.

• Account Code
  Select the appropriate expense account code.
  If a Directly Recoverable account code is selected, you may link the credit to an Accounts Receivable (AR) transaction if required.

• Description
  Enter the description as per the supplier credit note.

• From / To Dates
  Enter the service period, or use the credit date if unknown.

• Due Date
  Enter the credit date.

• Tax Rate
  Automatically populated based on property and owner tax status.

• Gross Amount
  Enter the credit amount. Net and Tax values will auto-calculate.

3. Process the Credit

• Click Process to review the transaction summary

• The credit will display as a negative amount

4. Attach Documents (Optional)

• Attach the supplier credit note PDF

• Attach to Owner Reports if required

5. Complete the Transaction

• Click Complete

• A confirmation message will display:
  “You have successfully completed this transaction.”

Next Step

To allocate this credit to an unpaid invoice, go to:
Accounts Payable → Credit Allocations