Vendor credit statements

Sales & Inventory → Purchasing → Statements is where you claim money back from vendors and brands. Each statement covers one vendor (or brand) at one store. It gets a number and a PDF, saved in your company's Google Drive or SharePoint folder. It also opens a ticket in a stack, so sending it, following up and recording the credit happen the way all your other work does. You need the Retail add-on and Lightspeed connected.

There are three kinds, picked at the top of the page:

• Vendor returns: returns your stores logged on the Returns page that can't be resold, by vendor and store. Returns marked as resalable go back on the shelf and are never billed.
• Marketing: sales that used a marketing program discount (sample bags, treat jars and so on), by brand and store.
• Frequent buyer: sales that used a frequent buyer program discount, by vendor and store.

Statements show only what happened. Dates, customers and quantities come from Lightspeed and the logged returns, and are never made up or changed.

Set it up once (Admins)

1. Connect your folder. In Statement settings at the bottom of the page, under Save statements to:
   • Google Drive: click Connect Google Drive and sign in with a Google account that can add files to the folder. Back on the page, click Choose a folder and pick it in Google's picker (My Drive or a shared drive), or click Make a new folder for me. TicketStacker can only see the folder you pick and the files it adds.
   • SharePoint or OneDrive: click Connect Microsoft 365 and sign in as someone who can add files to the folder. Then copy the folder's link in SharePoint, paste it and click Save folder.
2. Pick the stack. Under Work statements in a stack, click Make a Vendor Credits stack, or choose one of your stacks and click Use this stack.
3. Add your vendors and brands. Click Vendors and brands (see below) and add each one's contacts and account numbers.

Each company connects its own Google or Microsoft account; nothing has to be set up by TicketStacker for you.

Vendors and brands

Sales & Inventory → Purchasing → Statements → Vendors and brands is your list of who you bill. Vendors are on vendor return and frequent buyer statements; brands are on marketing statements.

Send statements to lists each vendor's contacts: as many people as you need, each with a name, email, phone and role (like Credits or Sales rep). Pick Every store for someone who handles all your stores, or Only one store for a store's own rep. A statement goes to the every-store contacts plus that store's. Fill in a blank row and click Add contact; change one and click Save, or Remove it.

For each vendor at each store you also set:

• Short code: statement numbers start with it, like PD-N-2026-11-08 (PD for Prairie Distributing, N for the Northside store). It's made from the name the first time and you can change it.
• Account #: your account number with that vendor at that store. It's printed on the statement.
• Notes: anything your team needs to remember, like "Wants a photo of damaged items".

To add one, pick Vendor or Brand, pick it from Lightspeed and a store (or every store) and click Add. A vendor is also added automatically the first time a statement needs it.

Want to keep more about each vendor or brand, like payment terms or a rep's territory? Admins click + Add your own vendor and brand fields (or go to Settings → Custom fields) and add the fields. They belong to the vendor or brand as a whole, not to one store. Each one then shows what's filled in under its name; click Edit details, fill them in and click Save details. Find searches these details too. Later, Change vendor and brand fields takes you back to the list of fields.

Make a statement

1. Under Ready for a statement, each card shows a vendor (or brand) at a store, with its number of lines, total quantity and amount.
2. Click Make a draft. The draft lists every line with its dates, customer, item, vendor code, quantity, cost and reason (or program). It also shows the statement number it will get. Marketing statements end in -M and frequent buyer statements end in -FB.
3. Untick any lines you want to leave for a later statement. To remove lines for good (for example, one entered by mistake), tick them, choose why, and click Take ticked lines off for good.
4. Click Create statement. TicketStacker makes the PDF, saves it in your folder (in a folder named after the vendor or brand) and opens the statement's ticket with the PDF attached.

The amount on a statement is each line's quantity times the item's default cost in Lightspeed. The PDF lists every line but doesn't show line prices.

Send it and follow up, in the stack

The statement's ticket holds the statement number, vendor, store, account, totals, a Statement PDF link the vendor can open without signing in, and a link back to the statement. Its requester is the vendor's first contact, and the statement page shows everyone it goes to (Sends to).

In the Vendor Credits stack:

1. Ready to send: review the statement and who it goes to.
2. Sent to vendor: moving the ticket here emails every vendor contact the statement with its PDF link. Reply on the ticket with a public reply to follow up: it goes to all of them, and their email replies come back to the ticket. If there's no answer, the owner gets a reminder after 14 days, then every week.
3. Following up: optional, for when you're waiting after a follow-up.
4. Complete when the credit comes in, or Denied when the vendor won't pay.

Moving the ticket moves the statement: the first step is Created, the steps after it are Sent, and a closed step is Complete (or Denied, for a step with "denied" in its name). You can change the stack's steps, emails and reminders in the stack editor like any other stack. To email the vendor from any step or reminder, choose ✉ Vendor contacts (Retail statements) as who it goes to; TicketStacker looks up that statement's contacts, so one stack works for every vendor.

On the statement page:

• Set each line's Line status, such as Approved or Denied. To set the same status on several lines at once, tick them and use the status picker above the table.
• Add the vendor's Credit invoice numbers and Credit invoice links, then click Save. The invoice numbers are copied to the ticket (and numbers typed on the ticket are copied back).

A statement can only be Complete when every line has a status and it has a credit invoice number. Denied needs at least one line marked Denied. If either is missing, the ticket can't move there and says what's missing.

Without a stack, the statement page has a Status picker instead: send the PDF yourself (Download PDF, Download spreadsheet (CSV) or the copy in your folder), then set Sent, Complete or Denied there.

The Statements list shows open statements (Created or Sent) by default, with each one's ticket. Switch to Complete, Denied or All, or search by vendor, store or number.

If saving to your folder failed (for example, the folder's sharing changed), the statement says why. Fix the folder, then click the button that tries saving again.

Other statement settings (Admins)

• Anyone with the link can open saved statements: tick this to make each PDF saved in your folder open for anyone you send its link to. (The ticket's Statement PDF link always works for the vendor.)
• Stop saving to a folder: stops saving to the folder. You can still download each PDF.
• Programs: the Lightspeed discount ID, a name and the type (Marketing or Frequent buyer) of each program a brand or vendor pays back. Click + Add a program to add one. Refunds under these discounts don't show up as returns. Count program sales from sets the first day that counts.
• Line statuses: the choices for each line. Denied is always one of them.
• Reasons for taking a line off: the choices when lines come off for good.
• Store codes: the short code each statement number uses for the store. Left blank, it's the store name's initials.

Click Save statement settings to save these. Return reasons, which brands need a best-by date and lot code, and the employee list for the Returns page are in Return settings.