Location store credit

Location store credit is a balance you record against a company location. You fund it, you deduct from it, and every movement is logged with the staff member who made it, the amount and the reason.

It is an advanced module, off by default. Turn on Location store credit under Settings → B2B wholesale → Advanced modules.

Caution

Nobody can spend this balance today. There is no place at checkout, and no action on the buyer’s Invoices page, where a location balance can be applied. Treat it as a recorded goodwill balance — a note of what you owe a customer, kept in the admin so any of your staff can see it — and settle the goodwill by crediting their unpaid invoice, refunding cash or running a company-scoped discount.

Who owns the balance

The balance belongs to the location, not to a person and not to the business:

• A company with three branches has three independent balances. Credit recorded against Sharma Distributors’ Nashik branch has nothing to do with Pune.
• A buyer’s personal store credit is a separate account entirely. Personal credit can never pay for a company order, and a location balance has nothing to do with anyone’s personal one.
• Credit is recorded in one currency and read in that currency.

Issuing and deducting credit

1. Open the company, then the location.

2. In Store credit, enter an amount, an optional expiry date, and a reason. The reason is what you and your team read in the history later, so write it for the colleague who takes the next call.

3. Choose Issue credit to add to the balance, or Deduct to take some back.

Every issue and deduction appears in the location’s History ledger with your name, the amount and the reason, so the running balance is always explainable.

Example. Kapoor Apparel raises a dye lot claim on invoice 4471 worth ₹45,000. Rather than send cash back on an order that is already closed, you record ₹45,000 of location credit with the reason “Dye lot claim, invoice 4471”. Any rep who opens the Chennai branch now sees the ₹45,000 you have agreed to, and the reason it exists.

Settling the goodwill today

Because the balance is not a tender, you still have to move the money somewhere. The three routes that work:

Situation	What to do
They have an unpaid invoice on terms	Refund against that order and tick Credit invoice balance. The amount they owe drops and no cash moves.
They have already paid	Refund cash against the original payment on the order.
They will order again soon	Create a discount scoped to Company purchases and narrowed to that company or branch, and tell them the code.

Deduct the same amount from the location balance when you settle it, with a reason naming how — “Settled by credit note on order 4471”. Otherwise the ledger and your books drift apart.

Note

Turning the module off later keeps existing balances; they simply stop being visible in the admin until you turn it back on.

Related

• Payment terms & credit — terms, credit limits, deposits, invoices and reminders.
• Refunds & returns on invoice orders — crediting an unpaid invoice instead of moving cash.
• Discounts on company orders — how to give one company a price break.
• B2B / B2C isolation FAQ — what never crosses between retail and wholesale.