To apply a supplier debit
If you haven't already read the Supplier Debits Overview, see Applying supplier debits and receiving refunds from suppliers for more information.
The Returns & Debits view of the Purchases Register should be displayed.
- You can view debits for all or just one of your suppliers.
To view debits for one supplier, select Supplier in the Search by field, then enter the supplier's name in the second field.
- A list of the supplier's debits appears. Highlight the supplier debit you wish to apply.
- Click the Apply to Purchase button. The Settle Returns & Debits window appears, listing all open purchases that you've made from the supplier.
- 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 supplier debit. If amounts appear here, take a moment to review them.
If you marked the Apply Purchase Payments Automatically to Oldest Purchase First option in the Purchases view of the Preferences window, amounts will appear next to the oldest purchase at the top of the scrolling list in the Settle Returns & Debits window. MYOB Accounting Plus is suggesting that you apply the debit to the your oldest open purchases; 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.
- Enter the amount you want to apply in the appropriate field in the Amount Applied column.
- Enter the amount you want to apply in the Finance Charge field, if you want to apply the supplier debit to any unpaid finance charges you may have accrued.
- Enter the discount amount in the purchase's Discount column, if the supplier gave you a discount for a particular purchase.
- Click Record. At this point, the following situations may occur:
- If the Settle Returns & Debits window closes, you successfully applied the supplier 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.
- 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 supplier debit amount only. If you choose to do this, the supplier debit won't be fully applied; the remaining amount will continue to appear.
- Click Record.