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Approve or decline a supplier credit note ​

When to use it ​

Decide whether a proposed reduction in received quantities is correct. Approving a receiving credit also reduces recorded stock.

Before you start ​

  • You need supplier-credit approval permission. Only Pending credits can be approved or declined. Have the receipt and correction evidence ready.

What this changes ​

Approval makes the credit available for eligible bill settlement and records its stock reduction. Decline rejects the pending correction.

Bill validation can schedule a supplier payment or settle a zero-payable bill using credits. Scheduling a payment is not proof that money was transferred.

Steps ​

  1. Open Sourcing → Supplier Credit Notes and choose Review on the pending credit. A linked order can also offer Review.
  2. Check the supplier, order reference, reason, original and corrected quantities, and credit amount.
  3. Select Approve only if the correction is correct. If rejecting it, choose Decline, enter a reason, and confirm.
  4. Refresh the credit list and check the resulting status. After approval, check stock and the credit balance with the responsible reviewer.

Screenshot placeholder: Approve or decline a supplier credit note. Show Supplier Credit Notes → Review, with the controls described above visible.

Screenshot to add: Approve or decline a supplier credit note. Show Supplier Credit Notes → Review, with the controls described above visible. Capture filename: images/review-supplier-credit-note.png.

Restrictions and help ​

  • Already approved, applied, partly applied, or declined credits cannot be decided again.
  • The list’s Add Credit Note control currently has no working creation action. Start a receiving correction through Supplier Orders → Raise Bills/Credits.
  • If a decision fails, reopen the credit before retrying to confirm it is still Pending.

If something went wrong ​

If the credit is still Pending and its quantities, reason or supplier are wrong, do not approve it. Use Decline with the reason and have Sourcing review the correct receiving evidence before another correction is raised.

After an uncertain decision, reopen the credit and check its status before selecting Approve or Decline again. Check stock and any credit already applied to bills.

If the wrong credit was approved or declined, give Sourcing, Inventory and Finance the credit and order references and intended quantities. Already decided or applied credits cannot be decided again through this control; agree the correction before raising another credit.

What the correction changes ​

Approving a receiving credit reduces stock and records the amount available to reduce what is owed. It does not refund money. Declining a pending credit does not perform that approved stock reduction.

Check the correction ​

Check the credit status, stock change and remaining/applied credit against the delivery evidence. Review any bill or payment that used the credit separately.