Upload Vendor Credit

A Vendor Credit is a credit issued to the vendor. Occasionally, goods purchased from a Vendor need to be returned due to reasons such as wrong item, faulty product, etc. In such cases, a Vendor Credit can be created. This credit can then be applied to future bills from that vendor or it can be refunded.

You can use the upload option to batch import vendor credits into the system using the steps mentioned below:

• Download the latest CSV template from the “Upload Vendor Credits” module.

• Copy the credit information into the CSV template.

• Upload the CSV template into Xoro.

Downloading the CSV template

• Go to the Upload Vendor Credits module using the search menu.

• Click on “Download Template“.

  

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.

• The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.

• Make sure you don’t change any of the column headings from row 1 in the template, as these are needed for the file to import correctly.

• All date fields will accept the MM-DD-YYYY format.

• Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

• Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

If you’re importing more than 5,000 records, we recommend you split up the file.

Upload Vendor Credits File Fields

Column Name	Data Type	Description
**StoreCode	Text	Enter the store code for the vendor credit which has to match exactly with the store code in Xoro. Note: If this field is blank it will be picked up from the upload default values.
**VendorName	Text	Enter the vendor name for the credit. This has to match exactly with the vendor’s name in Xoro.
**TxnDate	Date	Enter the transaction date of the vendor credit in MM-DD-YYYY format.
ExchangeRate	Text	If the credit is for a foreign customer, enter the exchange rate here. If your order currency is the same as your system home currency, then put “1” here.
RefNo	Text	Enter the reference number to be associated with the vendor credit.
Memo	Text	This field allows you to provide any notes or any additional information related to the vendor credit.
**TotalAmt	Numeric	The amount of the vendor credit in decimal format (example: 3245.12).
ImportError	Text	If there are any errors from an upload, they will be listed in this column.

Uploading the template

Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:

• The Default values for required columns can be configured before the upload.

• If the data in the template is blank or incorrect, then the uploader will fall back and use these specified default values.

• Click Browse to select the saved CSV template file.

• After the file has been selected, click Verify & Upload to start importing.

• While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

• After the import has been completed, the result will be displayed with the message for success or error (if any).

• Vendor credits will only get uploaded into the system if there are no errors in the file.

• If there are errors in the file, you can download the error file, fix the errors in the original file and upload it back into Xoro.