Description
AP Credits are used to record a reduction in Accounts Payable, either for credits against existing Bills or amounts owed by Vendors. AP Credits are different from Vendor Credits, as it is its own document for a particular Vendor, and that is never applied to a particular Bill. Vendor Credit is a credit amount that is created for a particular Vendor and later applied directly against a Bill in the Pay Bills tab of the Cash Management module.
Please note, refer to Apply Refund Credit in AP to complete the process.
Add/Edit AP Credit
Enter all required fields and click submit. You can also click the down arrow next to the submit button and click 'Submit and New' to open a new blank AP Credit to complete.
Required AP Credit Fields
- Vendor - Vendor for the AP Credit (click the + icon to Add New Vendor).
- Invoice Date - Date of the AP Credit.
- Posting Date - Journal posted date of the AP Credit.
- Location - Location to post the AP Credit to.
- Due Date - Date the AP Credit is due.
- Currency - Currency AP Credit is created in.
- AP Account - Ledger Account to use as the Accounts Payable side of the Journal Entry.
Optional AP Credit Fields
- Reference - AP Credit Reference field.
- Intercompany Location - Intercompany Location to post the AP Credit to.
- Purchase Order - Link to an existing Purchase Order.
- Notes - Long form text field for extra information regarding this AP Credit
- Attachments - Add one or more files to the AP Credit.
AP Credit Line Item Fields
- Item/Description/Kit - click to toggle between a description/item/kit line item.
- Cost Center - The line items associated cost center
- Product - The line items product.
- Expense Account - if the line item is a description type, this will be the alternate side of the journal entry from the AP Account
- Quantity - Number of items.
- Amount - Price per item.
- Tax Code- Select the tax code to apply a percentage tax to the AP Credit.
- Tax Amount - Populated from the Tax Code or manually entered.
- Total (calculated) - Quantity * Amount + Tax Amount
AP Credit Individual Actions
The following are available from the Actions column on the far right of the table:
Attachments - Click to view a list of the AP Credit attachments and download.
Approve - Click to approve the AP Credit. This does the following:
- Set the AP Credit to status 'approved'
- Posts AP Credit associated Journal Entries
Create IC Document Journal - Click to create an IC document Journal Entry for this AP Credit.
Edit - Update AP Credit fields.
Void - Void AP Credit. This does the following:
- Sets the AP Credit to status 'voided'.
- Posts a Journal Entry reversing the issued entry.
Delete - Delete this AP Credit.
Details - Click the AP Credit number to view the AP Credit's detail page:
AP Credit Bulk Actions

- Approve Selected - Any selected AP Credits will be approved. If an AP Credit is selected that cannot be approved it will be skipped.
- Delete Selected - Any selected AP Credits will be deleted. If an AP Credit is selected that cannot be deleted it will be skipped.
- Void Selected - Any selected AP Credits will be voided. If an AP Credit is selected that cannot be voided it will be skipped.
AP Credit Table Actions
- Filters - Filter what appears in the table based on one or more fields available in the table.
- Saved Views - You can create a set of filters that you would like to save to be able to quickly filter a table.
- Column Selector - Hide and reveal extra columns and the number of rows visible in the table per page.
- Export - Table data can be exported using the export button at the top of the table.
Important Considerations
- When an AP Credit is created, its status is 'created', and associated Journal Entries are created in 'draft' status.
- An AP Credit's Journal Entries cannot be modified, you must edit the AP Credit itself and the associated Journals will be updated.
- Once an AP Credit is approved, the Journal Entries will be posted.