How Vendor (Supplier) Payments and Credit Applications Work

Source: vendor_payments_controller.rb, vendor_credit_application_items_controller.rb, vendor_payment_items_controller.rb

• Cannot delete vendor payments that are processed or Xero-synced
• Cannot process without payment items; cannot overpay a vendor invoice through a payment
• Biller vendor payments are split per vendor (same pattern as customer biller payments -- one payment per underlying vendor)
• Cannot void or delete payments created by a branch -- error: "cannot void or delete payments created by branch"
• Cannot void a vendor payment that has not been processed -- must delete instead
• Cannot add/change items on processed vendor payments; cannot delete Xero-synced or closed payment items
• Vendor credit application items are validated as a batch (same as customer credits) -- one failure blocks all items from saving
• Vendor credit applications sync to MYOB and Sage only (not Xero or QuickBooks)
• Credit application items for vendor invoices are only viewable for processed/closed credits
• Accounting integration sync waits 1 minute if the invoice has not been uploaded yet, to allow the initial invoice sync to complete first
• Vendor invoices cannot be voided if payments exist, applied credits are non-zero, or an acquired vehicle has already been sold
• Serial numbers on voided vendor invoices are handled differently: those not attached to a customer invoice are voided; those already on a customer invoice block the void entirely

Support scenarios

• "Why can't I void this supplier payment from branch?" -> payments created by a branch cannot be voided or deleted from another location
• "Do vendor credit applications sync to Xero?" -> no, they only sync to MYOB and Sage
• "Payment took a while to appear in Xero" -> the system waits up to 1 minute for the invoice to sync before uploading the payment
• "All my vendor credit applications failed" -> batch validation: one bad item blocks all; check the error message for the specific line number