To apply a vendor debit (from the Pay Bills window)

The Pay Bills window should be displayed. (To find the Pay Bills window)

1. Enter the name of the vendor with whom you have the debit.

If you've marked the "Warn if Vendor Owes Me Money Before Making a Vendor Payment" preference, the following alert message will appear: "You have $XX in outstanding debit memos on file with this vendor." You have three choices:

• Click Apply Debits if you want to settle the vendor debit against any open bills from this vendor. The outstanding debit memos will be automatically applied to the oldest bills first. This transaction will be automatically created. You're done!

• Click Open Register if you'd like to use the Purchases Register to choose how the vendor debit will be settled. Proceed to step 2.

• Click Cancel if you don't want to settle the vendor debit at this time. You're done!

Note: The alert message may be different

If you have only open orders in MYOB AccountEdge, the alert message will have two choices: you can use either the Open Register or Cancel options.

2. A list of the vendor's debits appears in the Purchases Register. 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. 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.