Vendor Memos (Items In On Memo)

A vendor memo is the inverse of a customer memo: a vendor has sent you items to try to sell, but you haven’t bought them yet. The items live in your store, in your inventory listings, and can be sold or returned to the vendor — but they’re flagged as not-yet-owned and tracked separately for settlement.

For items you sent out to a customer on memo, see Memos.

Recording a vendor memo

1. Go to Vendor Memos → + New.
2. Pick the vendor (live search).
3. Enter the Memo Number (the vendor’s reference number) and Memo Date.
4. Optionally enter Terms (net 30, net 60, etc.).
5. Save the header.

Then add the items the vendor sent — these become regular inventory items (jewelry, watches, stones, etc.) with an On Memo status linking them back to this vendor memo. They appear in your inventory lists with an OnMemoStatus badge.

Selling a vendor-memo item

When the item sells through normal invoicing, the system records the sale and flags the item as ready for vendor settlement. The item shows on the Vendor Memos detail page as “sold, not yet paid out.”

Returning a vendor-memo item

If the customer doesn’t buy and you want to send the item back to the vendor:

1. From the Vendor Memos detail page, find the item and mark it Returned to Vendor.
2. The item is removed from inventory.
3. The vendor memo line shows the item as Returned.

Settling with the vendor

When you cut a check to the vendor for the items they sold (or just close out the memo with the returns/sales summary), use the reconciliation flow on the vendor memo:

1. Open the vendor memo.
2. Review the per-item status (Sold / Returned / Still on memo).
3. Enter the payment amount and date.
4. Save. The memo’s settlement record is permanent.

Tips

• An item can only be on one vendor memo at a time. If a vendor sends a replacement, that’s a new vendor memo line, not an edit.
• The OnMemoStatus column on inventory lists tells you at a glance which items are vendor-owned vs your own.
• Vendor memo aging (how long items have been sitting in your store unsold) is a real cost — review the Vendor Memos list periodically and return what’s not selling.
• The Vendor Memos page lists open vendor memos; closed ones (everything settled or returned) drop off the active view.

The Sold Vendor Memo Items report

The Sold Vendor Memo Items report (reached from the Dashboard, exportable) lists every vendor-memo item you’ve sold — Stock #, Type, Description, the invoice (number + date), Quantity, Ct Wt, Cost, Sell Price, Status, Total Paid, Balance Due, and the vendor. Filter by vendor. Because a vendor-memo item isn’t yours until it sells, this is your “what do we now owe the vendor” worklist: the Balance Due column is what’s still outstanding to each vendor on goods already sold.