At a Glance

• The Solution: Use SaasAnt's Download (Export) feature to extract vendor credit transactions into a clean Excel/CSV format.

• The Key Benefit: Get a flat database file of all vendor credits—including unapplied balances, vendor names, and reference numbers—ready for AP cleanup, vendor statement reconciliation, or audit documentation.

• Quick Steps: Quick Access > Download (Export) > Select Vendor Credits > Search > Download.

Getting Started

• Install: Get SaasAnt Transactions from the QuickBooks App Store and start a free trial.

• Connect: Securely authorize the connection to your QuickBooks Online company. We do not store your customer data; we simply process the transfer.

How to Export Vendor Credits Step-by-Step

1. Navigate to Download (Export)

From the Quick Access, click the Download (Export) button listed in the main menu.​

2. Select Entity

In the Transaction/List dropdown, select Vendor Credits.​

3. Select Date Strategy

Choose the date type that matches your goal:​

• Search By Transaction Date: Exports based on the date on the vendor credit document. Use this for period-end AP reporting and reconciling credits against the supplier statement for the same period.​

• Search By Created Date: Exports based on when the vendor credit was entered into QuickBooks. Use this to audit recent AP data entry—for example, checking if credits from last month were properly recorded in the correct period.​

• Search By Last Updated Date: Exports based on when the record was last modified. Use this to identify vendor credits that were edited after being applied to a bill—a common source of AP discrepancies.​

4. Set Date Range & Format

• Range: Enter your Start and End dates.

• Format: Use the dropdown inside the date box to pick your preferred format (e.g., MM/DD/YYYY).

5. Select Template

In the Use Saved Template dropdown, leave it as Simple Mapping for a standard export.

• Tip: Create a custom template if you need it for your reporting workflow using the Add new template option.

6. Configure Filters & Search

Use the available filters to isolate specific vendor credits:​

• Total Amount: Enter a From Amount and To Amount to find credits within a specific value range (e.g., credits over $1,000 that should have been applied against outstanding bills).

• Vendor: Enter a specific vendor name to pull all credits for that supplier—essential for reconciling a vendor statement where credits appear but are not reflected in your AP balance.​

• Reference No: Input a specific credit reference number to locate a single transaction for audit documentation.

• Show Records From (Start At): Use this to chunk large exports. If you need to export 5,000 records, run 1–2,500 first, then run a second search starting at 2,501.

Click the Search button to preview results.​

7. Review & Download

After clicking Search, the data preview grid will load:​

• Verify Vendors: Confirm each credit is attributed to the correct vendor. In QBO, a vendor credit can only be applied to bills under the exact same vendor name—mismatches cause credits to remain unapplied.​

• Check Amounts: Scan credit amounts to ensure they match the supplier's credit note or return documentation.

• Total Records: Check "Total records found" to confirm the expected volume.

• Select Format: Click the Download button at the bottom right, choose .xlsx (Excel) or .csv, and the file will download.​

Automate with Backup

The steps above are for manual exports. If you need a recurring AP credit review as part of your month-end close, use the Backup module.

• Set it and forget it: Schedule daily, weekly, or monthly exports.

• Delivery: Have files automatically sent to email, FTP, or storage integrations without logging in.

Why export vendor credits with SaasAnt?

• Unapplied Credit Cleanup: Export all vendor credits and cross-reference them against your open bills to identify credits sitting unapplied in AP. Unapplied vendor credits overstate your accounts payable balance and distort cash flow reporting.

• Vendor Statement Reconciliation: Compare the exported vendor credits against credits shown on a supplier's statement to verify every credit note has been recorded and applied correctly in QBO.​

• Migration: Move vendor credit history cleanly to a new QuickBooks Online company file, ensuring AP balances carry over accurately without leaving credits stranded.​

FAQ

What is the difference between a vendor credit and a bill credit in QuickBooks Online?

A vendor credit is used when a supplier reduces what you owe them—for returned goods, overpayments, or pricing adjustments. It reduces your accounts payable and can be applied to future bills. A bill credit (also called a bill adjustment) is used to correct a specific line item on an already-recorded bill, adjusting the expense account directly rather than creating a standalone credit.​

Why do some vendor credits show as unapplied even after I recorded them?

A vendor credit remains unapplied if it was not explicitly linked to a bill during payment. The credit exists in AP but doesn't offset any specific bill until you apply it through the Pay Bills screen. Export vendor credits and filter in Excel to find rows with an open balance—these are your unapplied credits.

Can I use this file to migrate vendor credits to another QBO company?

Yes. The export format is natively compatible with SaasAnt's Import feature for migration purposes.