Enter a refund for a prepayment
/visma-net-erp/help/supplier-ledger/process-prepayments/enter-a-refund-for-a-prepayment
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When a supplier returns an unused prepayment or a part of it, you must record a refund for that prepayment.
2026-02-19T17:09:06+01:00
# Enter a refund for a prepayment
When a supplier returns an unused prepayment or a part of it, you must record a refund for that prepayment.
1. Go to the [Supplier payments (AP302000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-payments-ap302000/) window.
1. Click .
1. In the **Type** field of the top part, select **Supplier refund**.
1. In the **Application date** field, select the date when the supplier refund was applied.
The **Application period** field is filled out automatically based on the selected application date.
1. Select the supplier.
1. In the **Location** field, check the supplier location and change it if necessary.
1. In the **Cash account** field, check the default cash account of the supplier. You can change the value, but the currency of the account should be the same as the **currency** specified.
1. In the **Payment ref.** field, enter the reference number of the supplier refund.
1. Optional: Add a description of the supplier refund document.
1. On the **Documents to apply** tab, enter the prepayment or prepayments on which the supplier refund is based. Do the following:
+ To add a document to the list:
1. In the table toolbar, click .
1. In the **Document type** column, select the document type.
1. In the **Reference no.** column, select the document from the list of applicable documents.
1. Check that all the other columns of the **Documents to apply** tab are correct.
+ To add all applicable documents to the list, click **Load documents** on the table toolbar.
+ To remove a document from the list, select the document and click **Delete row** in the table toolbar.
1. Prepare the document for further processing in accordance with the policies of your company:
+ To save the supplier refund with the **On hold** status, make sure the **Hold** check box is selected.
+ To save the supplier refund with the **Balanced** status, do the following:
+ In the **Payment amount** field of the top part, enter the total amount of the purchase credit note applied to the document.
+ Make sure the **Hold** check box is cleared.
1. Click .
1. Release the document following your company workflow.
The supplier refund now has the **Closed** status.
> [!NOTE]
> If you recorded the prepayment using the standard method, you can verify the refund application by opening the prepayment request in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window.
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