Reconciling Vendor Refunds
Match refund and credit deposits from vendors to the original vendor bill, from the All Transactions register.
A vendor refund, a credit memo paid out or an overpayment returned arrives as a deposit. Muin compares these deposits with your vendor bills and suggests the bill the refund belongs to.
Where to find it
Finance → Reconciliation → All Transactions, then set the Surface filter to Vendor refund. The register is the one list of bank rows, so these rows also appear there with no filter.
You need permission to view ledger reconciliation to see these rows, and permission to change it to match them. Marking a row N/A needs permission to manage ledger reconciliation. The Finance Officer role has all three.
How Muin finds the match
Muin looks only at money coming in. It compares the amount with the bill, looks for the vendor’s name or the invoice number in the bank description, and allows a long date window (up to 90 days from the bill or payment date) because refunds often arrive late. A match at or above the vendor refund auto-confirm level (0.85 by default) is confirmed without review.
You can change the auto-confirm level in Finance → Reconciliation → Settings under Auto-confirm thresholds (0.50 to 1.00). A higher number means fewer automatic matches and more rows for you to review.
Matching a row
- Open Finance, then Reconciliation, then All Transactions.
- In the filters, set Surface to Vendor refund. Only vendor refunds show.
- Click a row. The drawer shows the bank row, Muin’s suggestion and the candidate records.
- If the suggestion is right, press its button. If not, press Different action → and choose from More options.
- If the row is not a vendor refund at all, choose Mark as N/A in More options. Only people who can manage ledger reconciliation see this action.
What each status means
| Status in All Transactions | What it means |
|---|---|
| Needs review | Muin has not confirmed a match. Open the row and pick a record or another action. |
| Matched (or the record type, such as Payroll or Grant) | The bank row is linked to its record. |
| Marked not applicable | Someone marked the row N/A. It is left out of reports. Open the row to see why, or undo it. |
Common problems
- A partial refund. The vendor refunded part of the bill, so the amounts differ. Match it by hand.
- More than 90 days later. A refund that arrives after the window needs a manual match.
- No rows at all. The empty view reads “Refund credits matched against open vendor bills. Open bills to add or review.” Press Open bills.
Related
- Reconciliation Hub: every rail and surface in one place
- Bills