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Batch payments - Ability to include credit notes

Allow the inclusion of Credit Notes in Batch Payments where the total to be paid to a supplier is still positive. This would allow a single batch for a Supplier to match their Statement, particularly where credit notes are not related to specific Bills.

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Andrew Syme shared this idea  ·   ·  Report…  ·  Admin →
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submitted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi everyone, we appreciate wanting to hear from us on this idea and apologies for not commenting sooner. I can assure you this has not gone unnoticed and internally there have been reviews and discussions for how batch payments can be improved. We have the appetite, but as with all developments this must be weighed up and considered against many other important changes needed in product. 

We want to be upfront that developing the ability to include Credit notes in Batch payments has not been planned at this stage. 

As some may have seen, we do have work going on around being able to include Credit Notes as part of the reconciliation process. We understand for many on this idea the timing of including credit notes when you’re creating the batch payments is crucial, however we hope that when delivered at least being able to reconcile these more efficiently may improve the process for some customers. 

We appreciate wanting to see developments, and while this update doesn’t signal the movement you’re hoping for right now, if there is any progress to share we’ll definitely update all of you through the idea here. 

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  • Vicky Fairchild commented  ·   ·  Report

    I agree. We often have to refund in bulk after annual reconciliations are performed and currently have to process refunds individually. We would love to have the ability to create a refund batch from sales credit notes in future.

  • Jude Card commented  ·   ·  Report

    This improvement is critical to accurate processing of accounts payable transactions from entry of supplier invoices and credit notes through to payment to the supplier, when the net position of all transactions for a supplier is positive ie payable. Invoices and credit notes must be able to be selected for a net batch payment without any further action by the user. Failure to incorporate this capability into Xero is likely to breach standard accounting practices in NZ.

  • Jennifer Hall commented  ·   ·  Report

    I record the overpayment to a suspense account (set up as a bank account to receive and pay from), then create a bill in the supplier's name for the amount of the refund which is allocated to the suspense account. The refund (now as a bill) can be selected and paid in a batch.

  • Eirini Goudela commented  ·   ·  Report

    Building company with huge number of invoices from certain suppliers and unfortunately cant include Credit notes in batch payment instead need to manually apply them to invoices.

  • Mel Fenemore commented  ·   ·  Report

    I am beyond frustrated that no one from XERO has commented on this or any of the other suggestions that relate to the products poor handling of credit notes.
    I am beginning to think that these pages are nothing more than a smoke screen to make it appear that XERO is listening to those paying the somewhat high fee's for the product!

  • Michelle Gosling commented  ·   ·  Report

    its so time consuming to allocate multiple credits when they don't relate to an invoice especially in my industry where we have multiple credit notes per month and some from previous months , you should be able to pay them like the invoices in a batch payment and it shows on the remittance for the supplier.

  • Eve Radford commented  ·   ·  Report

    Sharon - you can enter the date & bank account at the bottom of the screen then you can see it in the bank rec. be sure to select the correct bank

  • Sharon Davis commented  ·   ·  Report

    I totally agree, to have to create a bill from a credit note and pay the credit note off through a suspense account, create a bill to the same suspense account, just to refund the amount is a really painful process.

  • Diana Stefanyshin commented  ·   ·  Report

    We have been asking for this for as long as I remember. Why is this not implemented already? To have to go to the account and allocate a credit against and unrelated invoice is unnecessary and time consuming. Why can we not just allocate the credit along with the invoices that are being paid at the point of posting the payment? All other software I have used has this feature seems like a not brainer to me.

  • Elaine Morneau commented  ·   ·  Report

    I agree - takes twice as long to do a pay run when I have to go apply the credits first. then vendors are unsure what I did so takes even longer. NEED this asap

  • Janice Mcgrother commented  ·   ·  Report

    This is a must! To have to go to the account and allocate a credit against and unrelated invoice is just silly. Why can we not just allocate the credit along with the invoices that are being paid at the point of posting the payment? Also why does the system keep asking if you want to allocate a credit against every invoice you put on to an account? This makes no sense, if we wanted to do that we would do it beforehand not at the invoice entry screen every single time!

  • Kirsten Castley commented  ·   ·  Report

    Agree, I have to allocate multiple credits to bills most of which are completely unrelated. QuickBooks used to total the credit notes and deduct during the batch payment. Would also be ideal if we could email the supplier credits the same way we do with invoices and have it auto populate. It's a very manual process.

  • Anthony Haworth commented  ·   ·  Report

    Yes Please, you have no idea how much hassle this causes having either to apply credits to Invoices or paying them off. We have suppliers who send us Hundreds of invoices and credit per month and it is the main problem we have with Xero. Please look at Sage and how its handled there. If you could pay Credits with invoices with having to apply them or play them it would save us Hours a week.

  • Charlotte Rix commented  ·   ·  Report

    Please can you action this soon as possible - at the moment allocating credit notes is not clear on remittance and it should be there 100%

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