# Supplier credit notes in SYSPRO for wholesalers

SYSPRO has supplier credit notes built in. Short and damaged deliveries are routine in wholesale. Each one should produce a credit note from the supplier, tied back to the original supplier invoice.

## Why it matters for wholesalers

- A credit note that is never applied reduces nothing. The bill gets paid in full and the credit sits as an open balance.
- Returns, rebates and settlement documents look like credits but follow different rules. Mixing them loses the trail.

## For wholesalers in SYSPRO

- Register the supplier's credit note on arrival and approve it later, the same way as an invoice.
- A credit note cannot be posted against an invoice that has been released for payment, is on hold or has a manual check against it. Post short delivery credits before the payment run.
- Enter the number of the invoice the credit is against. If that invoice is gone from AP, you can re-establish its details.
- The Discount adjustment option applies to credit notes by default. A negative discount adjustment is allowed only if a discount was applied on the original invoice.
- Registered credit and debit notes are browsed through the Registered Cr/Dr note field when you approve. Re-establish the note if it was not linked to an invoice at registration.

## What SYSPRO does on its own

Credit notes and debit notes are processed against the original invoice.

You can re-establish invoice details if the invoice no longer exists in AP.

What you need and the setup steps: https://www.pulsify.tech/supplier-credit-notes-for-syspro/

## Example

Example Glass Jars Pty Ltd delivers 1,000 jars. 80 arrive broken. The warehouse logs a short delivery and the supplier issues a credit note for 80 jars.

- Original invoice 7730, 1,000 jars: $4,000.00 (Paid at $4.00 a jar)
- Credit note CN-402, 80 jars returned: -$320.00 (Matches the damaged quantity on the delivery docket)
- Net payable after credit: $3,680.00 (Credit applied against invoice 7730)

The credit is matched to invoice 7730 through the delivery docket and applied. The wholesaler pays $3,680 plus GST, not the full invoice.

## Common mistakes

- Letting the supplier issue a credit but never applying it to the invoice it belongs to.
- Accepting a credit for a lower quantity than the damage report shows.

## Step-by-step guides for SYSPRO

- How to apply a credit note to a supplier invoice in SYSPRO: https://www.pulsify.tech/how-to/apply-a-supplier-credit-note-in-syspro/

## What Pulsify adds

Pulsify reads credit note documents like invoices and flags one with a missing or unknown original invoice. Pulsify connects to SYSPRO. We set up the connection for you. More: https://www.pulsify.tech/invoice-processing-automation/

## Common questions

### When should a SYSPRO wholesaler post a short delivery credit?

Before the original invoice is released for payment. A credit note cannot be posted against an invoice that is on hold, has a manual check or has been released for payment.

### Should credits be applied before payment?

Yes. Apply a credit note to its original bill before you create the payment, so the net amount is paid. If the credit arrives later, ask for a refund or offset on the next invoice.

### Can I credit an invoice that is no longer in Accounts Payable?

Yes. The Credit note field wants the number of the invoice the credit is against. If it is gone from AP you can re-establish its details.

## Sources

- https://help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspin/apspin.htm
- https://help.syspro.com/syspro-7-update-1/apsp90.htm
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

Source: https://www.pulsify.tech/supplier-credit-notes-in-syspro-for-wholesalers/ (last checked 2026-10-19)