To apply a vendor debit

The Returns & Debits view of the Purchases Register should be displayed. (To find the Purchases Register window - Returns & Debits view)

1. You can view debits for all or just one of your vendors.

To view debits for one vendor, select Vendor in the Search by field, then enter the vendor's name in the second field.

2. A list of the vendor's debits appears. Highlight the vendor debit you wish to apply.
Note: If you assigned a category to the debit, it must match the category of the purchase to which you apply the debit. If they don't match or if either has no category, the purchase does not appear in the list of purchases. Use the Open Bills view or Orders view of the Purchases Register window to find the bill or order to which you will apply the debit. Assign a category to one of the transactions so they do match. Return to this view and the purchase will appear.
3. Click the Apply to Purchase button. The Settle Returns & Debits window appears, listing all open purchases that you've made from the vendor.
4. Depending upon your selections in the Preferences window, amounts may appear automatically in the Amount Applied column in the scrolling list. This column is the area where you designate the purchases to which you want to apply the vendor debit. If amounts appear here, take a moment to review them.

If you marked the Apply Bill Payments Automatically to Oldest Bill First option in the Purchases view of the Preferences window, amounts will appear next to the oldest bill at the top of the scrolling list in the Settle Returns & Debits window. MYOB AccountEdge is suggesting that you apply the debit to the your oldest open bills; however, you can apply the debit amount to any one transaction -- or you can divide it among many transactions -- in the list. Keep in mind, however, that the total amount you apply in the Amount Applied column must equal the amount that appears in the Debit Amount field.

5. Enter the amount you want to apply in the appropriate field in the Amount Applied column.
6. Enter the amount you want to apply in the Finance Charge field, if you want to apply the vendor debit to any unpaid finance charges you may have accrued.
7. Enter the discount amount in the purchase's Discount column, if the vendor gave you a discount for a particular purchase.
8. Click Record. At this point, the following situations may occur:

• If the Settle Returns & Debits window closes, you successfully applied the vendor debit, and you're done!

• If the total amount entered in the Amount Applied column doesn't equal the amount displayed in the Debit Amount field at the top of the window, an alert message will appear, explaining that an unbalanced transaction can't be recorded. Click OK to close the message, then continue to step 9.

9. To balance the transaction, you can change either the total amount in the Amount Applied column or the amount that's displayed in the Debit Amount field.

If you change the Debit Amount field's amount, keep in mind that you can enter an amount less than the original vendor debit amount only. If you choose to do this, the vendor debit won't be fully applied; the remaining amount will continue to appear.

10. Click Record.