Debit notes, refunds and statements

Send a vendor statement

Email the statement to selected recipients.

Audience: Purchasing staffPermission: purchase_debit_notes capabilityModule v1.7.9

Exact navigationAdmin Area → Purchase → Statement → Send

Before you begin

Use an account with purchase_debit_notes capability and confirm the intended record or setting before making a change.
Follow the exact route above. If the screen or action is absent, check module activation, ownership and permissions rather than using another person’s account.
Use controlled test data for configuration, integration, email, AI, payment, portal or automation changes before production-wide use.

What this guide covers

Email the statement to selected recipients. The instructions reflect the supplied module’s registered menus, controller actions, views, settings and code-backed validation flow.

Exact step-by-step process

Open Admin Area → Purchase → Statement → Send.
Open the source record and verify its recipient, status, totals and attachments.
Choose the Send, Email, Share or Request action described in the guide.
Select recipients and attachment/signature options shown by the form.
Submit once and verify the activity, delivery metadata, public link or approval request created by the module.

Fields, choices and supported possibilities

Vendor identityCompany/name, code, tax/VAT, phone, website, category/group, address and status as exposed by the vendor form.

Contacts and accessVendor contacts, vendor administrators, portal status, language and welcome/notification settings where applicable.

Debit-note headerNumber, vendor, dates, currency and status.

AmountsItems/tax/totals, applications to purchase invoices and refund records.

OutputPDF, email recipients/attachment choice and vendor statement links.

Code-backed validations and workflow rules

Vendor actions are capability-gated; portal functions also depend on the vendor-portal setting and contact authentication.
Debit notes support open/void state actions, invoice applications and refunds through separate controller paths.

Expected result and verification

The supported send a vendor statement flow completes without bypassing permission or validation checks.
The resulting record, setting, status, file, delivery event or external response is visible from the relevant workspace.
Unexpected validation, provider or linked-record errors are investigated before retrying.

Security, privacy and operational checks

Apply least privilege to purchasing, vendor, invoice, payment, return, contract and report permissions.
Verify vendor identity, bank/payment details, tax, currency, totals and approvals before creating financial commitments.
Treat public links, signatures, portal files, attachments and exported reports as controlled business records.
Test settings and automated jobs with controlled records before production-wide use.