Purchasing Returns

Not every vendor relationship goes smoothly — goods arrive damaged, a billing error inflates a bill, or you need to charge a vendor back for a problem they caused. CifraHQ gives you three targeted documents so you can handle each scenario cleanly without forcing every situation through the same workflow.

For step-by-step instructions on Credit Notes and Credit Memos, see Vendor Credit Notes.

Vendor Debit Memo

When a vendor owes you money — for example, a chargeback for damaged goods where you are billing the vendor rather than returning merchandise — a vendor debit memo is the right tool. It adjusts the vendor's balance to reflect the amount they owe without requiring a physical return of goods.

How to create a Vendor Debit Memo

1. Go to Returns > Purchasing > Debit Memos.
2. Click + Data Entry and select New.
3. Select the Vendor and set the Posting Date.
4. Enter the Amount and optionally a Reference Number.
5. Post the debit memo — the vendor's balance is adjusted.

Field reference

• Amount — the amount the vendor owes you. This directly reduces the vendor's payable balance, so verify the figure before posting.
• Reference Number — enter the vendor's chargeback reference number or your internal claim ID so there is a paper trail on both sides of the transaction.

Document lifecycle

Related: Vendor Credit Notes · Vendor Bills · Vendors