To apply a vendor debit (Purchases Register)

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:  A category assigned to an applied debit must match the purchase's category

3. Click the Apply to Purchase button. The Settle Returns & Debits window lists all open purchases that you've made from the vendor.



4. Depending on your selections in the Preferences window, amounts may appear automatically in the Amount Applied column in the scrolling list. Use this column to 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 "Apply Bill Payments Automatically to Oldest Bill First" 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. This allows you to apply the debit to the your oldest open bills; however, you can apply the debit amount to any transaction in the list -- or you can divide it among many transactions. 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. If you want to apply the vendor debit to any unpaid finance charges you have accrued, enter the amount you want to apply in the Finance Charge field.



7. If the vendor gave you a discount for a particular purchase, enter the discount amount in the Discount column.



8. Click Record. At this point, the following situations may occur:

• If the Settle Returns & Debits window closes, you've 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 explain that your 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 displayed in the Debit Amount field.

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

10. Click Record.