Vendor Refund is the mirror of Customer Refund — money coming back from a vendor, typically a check or ACH that arrived after you returned defective goods or overpaid a bill.

How to get there #

Menu: Banking → Vendor Refund
Direct URL pattern: https://yourdomain.com/?bizRt=phreebooks/main/manager&jID=17&mgr=1

When to use it #

• A vendor mailed you a refund check for damaged goods you returned.
• A vendor overcharged on a bill you already paid, and they’re sending the overpayment back.
• A utility or service provider issued a refund for a prior-period credit (annual rebate, tax refund, etc.).

If the vendor plans to apply the credit against a future bill (no check is coming), don’t use this screen — the vendor credit memo sits on their record and Pay Bills will apply it next time (method = Vendor Credit Applied).

Recording the refund #

1. Click New.
2. Pick the Vendor. Bizuno shows any open vendor credits.
3. Fill in:
   • Post Date — the day the money arrived.
   • Deposit To — the bank account the refund lands in.
   • Payment Method — Check, ACH, Wire, Cash, Other.
   • Reference — vendor’s check number or wire confirmation.
4. Tick each vendor credit being refunded. Bizuno fills the line with the credit’s open balance.
5. Confirm the total matches the incoming amount.
6. Click Post. Bizuno:
   • debits the Deposit-To bank account,
   • credits A/P (retiring the vendor credit),
   • and queues the receipt for inclusion in your next Deposit (if method is Check or Cash).

Deposit workflow #

If the refund came as a paper check, include it in the next bank deposit along with any customer checks so what Bizuno records matches what shows on the statement. Electronic refunds (ACH, wire) post direct to the bank account — no deposit needed.Important: Don’t record a vendor refund without an open vendor credit. If an unexpected check arrives from a vendor who has no open credit, open a Vendor Return first to create the credit memo, then record the refund against it. Otherwise the dollars have nowhere to apply.

Card/bank rebates and cashback #

Rebates from your business credit card’s cashback program aren’t really “vendor refunds” in the A/P sense — the credit card company doesn’t have an open vendor credit on file. Record those as a journal entry (or a Deposit with a simple revenue line) rather than using this screen.

Tips for Ridgeline Cycles #

• When you know a refund is coming, open the Vendor Return immediately (even before the check arrives) so the credit is on the books. The later refund then has a credit to match against.
• Note the original PO or bill number in the Reference field — if the refund is a partial on a damaged shipment six months ago, you’ll appreciate the trail.
• Bank ACH refunds sometimes show up with the vendor’s bank name instead of their business name on your statement. Keep the vendor’s DBA/legal name handy when reconciling.

Where to go next #

• Vendors → Vendor Returns — open the return that creates the credit memo.
• Pay Bills — apply vendor credit against a future bill instead of taking a refund.
• Reconciliation — match the refund when the statement arrives.