Vendor Advances

If you have given an advance amount to your vendor, you can record this in Zoho Spend as a vendor advance.

Record Vendor Advance

To record the advance payment you made to a vendor:

• Go to Payments Made under Purchases.

• Click + New in the top right corner.

• Click the Vendor Advance tab.

• Fill in the following details:

  • Vendor Name: Select the vendor to whom you’ve made the advance payment.
  • Payment#: The unique number for this payment. If you want configure the auto-generated number, click the Gear icon next to the field, select Auto-generating payment numbers, enter the required Prefix and Next Number, and click Save.
  • Payment Made: Enter the advance paid to the vendor.
  • Payment Date: Enter the date when you made the payment.
  • Payment Mode: Select how you made the payment. Click + Configure Payment Mode from the dropdown to add a new payment mode.
  • Paid Through: Select the account you used to make the payment.
  • Deposit To: Select the account in which you want to track the vendor advance.
  • Reference#: Enter a reference number for the payment.
  • Notes: Enter any notes about the vendor advance for your reference. This won’t be displayed to the vendor.

• Once you’ve added the required details, click Save.

You can view all the advances recorded from the Advance Payments view. Click All Payments at the top and select Advance Payments.

Apply Vendor Advance to a Bill

If you’ve recorded the advance paid to a vendor in Zoho Spend, you can apply them to the vendor’s bills. Here’s how:

• Go to Payments Made under Purchases.
• Click All Payments at the top and select Advance Payments.
• Click the vendor advance.
• Click Apply to Bills at the top. The list of all outstanding bills of the vendor will be listed in the pop-up that appears.
• Enter the amount from the advance to be applied to the required bills in the Credits to Apply column, and click Save.

Edit an Advance Applied to a Bill

You can make changes to the advance applied to a bill. Here’s how:

• Go to Bills under Purchases.
• Click the bill for which you applied the advance.
• Click the Payments Made section on the bill’s Details page.
• Hover over the advance you want to edit and click the Edit icon.
• Make the necessary changes and click Save.

Delete an Advance Applied to a Bill

You can make delete the advance applied to a bill. Here’s how:

• Go to Bills under Purchases.
• Click the bill for which you applied the advance.
• Click the Payments Made section on the bill’s Details page.
• Hover over the advance you want to delete and click the Delete icon.
• Click Delete again in the pop-up that appears to confirm your action.

Record Refund for Vendor Advance

If your vendor returns a part or the entire advance, you can record the refund in Zoho Spend. Here’s how:

• Go to Payments Made under Purchases.
• Click All Payments at the top and select Advance Payments.
• Click the advance for which you want to record a refund.
• Click the More icon and select Refund.
• Fill in the following details:
  • Amount: Enter the amount refunded by the vendor.
  • Refunded On: Enter the date when the vendor refunded the advance.
  • Payment Mode: Enter the payment method used by the vendor to return the advance. Click + Configure Payment Mode from the dropdown to add a new payment mode.
  • To Account: Select the account in which you received the payment. Once you’ve added the required details, click Save.

Edit a Refund

You can edit the details of refunds recorded for vendor advances. Here’s how:

• Go to Payments Made under Purchases.
• Click All Payments at the top and select Advance Payments.
• Click the advance for which you recorded the refund.
• Click Refund History.
• Click the Edit icon next to the refund you want to edit.
• Make the necessary changes and click Save.

Delete a Refund

To delete the refund recorded for vendor advances:

• Go to Payments Made under Purchases.
• Click All Payments at the top and select Advance Payments.
• Click the advance for which you recorded the refund.
• Click Refund History.
• Click the Delete icon next to the refund you want to delete.
• Click OK in the pop-up that appears.