Send Credit Memos to Your Accounting Team

Credit Recovery

At a Glance

The platform emails every approved credit memo to your accounting team automatically — a CSV summary plus the memo PDFs
Choose the timing: as each memo is approved, a weekly digest, or a monthly digest
Export or email any set of approved memos on demand from the Approved tab — no waiting for the next send
Mark Applied records a credit you settled outside ShelfSpace, so your Credits list stays accurate
Recipients never need a ShelfSpace login; only admins change these settings or mark memos applied

If you generate vendor credit memos in ShelfSpace but do your bookkeeping somewhere else, this is how you get the paperwork to the people who need it. The platform sends every approved credit memo to your accounting team as a spreadsheet plus the memo PDFs, you can export them on demand, and you can mark a memo applied when you record the credit outside ShelfSpace — all without anyone else logging in.

Who this is for

This is built for retailers who use ShelfSpace to recover credit memos but keep their books and vendor payments in another system — QuickBooks, Xero, a spreadsheet, or a bookkeeper. If your firm runs your close, see ShelfSpace for bookkeepers for how the pieces fit together.

If you already pay your vendors through ShelfSpace, you don't need any of this — approved credits are deducted automatically the next time you pay that vendor's invoice, and they move to Applied on their own.

Turn on automatic sharing

You switch this on once, in Credits → Settings, under the card "What to do with approved credit memos?" Add your accounting recipients (or use Add my email), turn on "Email approved credit memos to my team," and choose when to send — as each memo is approved (within about three hours), a weekly digest on a weekday you pick, or a monthly digest on a day of the month (1–28). The full walkthrough, alongside your coverage rates and auto-approval defaults, lives in Configure your credit recovery settings.

Sharing starts from now on. Memos approved before you switch it on are marked as already handled, so your accountant isn't flooded with your entire back-catalog. To send those earlier memos, use the on-demand export below.

What your accounting team receives

Every share — automatic or on demand — includes a CSV summary spreadsheet with one row per memo (memo number, vendor, period, requested amount, approved amount, status, source, approval date, and — where it applies — whether it was applied outside ShelfSpace and your reference note), plus the memo PDFs.

For a single memo, the CSV and PDF are attached directly to the email. For a digest of several memos, the PDFs are bundled into a ZIP alongside the summary spreadsheet.

The PDF always matches the approved amount. Even when a memo's amount was adjusted during approval — for example, auto-approved at the documented amount after a vendor didn't respond — the attached PDF is rendered fresh to reflect the final approved figure, so the document and the spreadsheet always agree.

Export or email memos on demand

You don't have to wait for the automatic send. On the Approved tab, select the memos you want with the checkboxes, then choose an action:

Download ZIP — get a ZIP containing the summary CSV and every selected memo's PDF, saved to your computer.
Email to Accounting — send the same documents by email. The recipient box is pre-filled with your saved accounting addresses, and you can edit it for a one-off send (for example, to email just yourself).

This is also how you send past memos that predate turning on automatic sharing.

Mark a credit memo applied

When you settle a credit outside ShelfSpace — you paid the vendor directly, or you netted the credit against an invoice in your own accounting system — record it in ShelfSpace so your Credits list stays accurate. On the Approved tab, click Mark Applied on a memo (or select several and use the bulk action), optionally add the date applied and a reference note (e.g. "Vendor check #1234" or "Recorded in QuickBooks 7/3"), and confirm.

The memo moves to the Applied tab with an "Applied (outside ShelfSpace)" badge, and it drops out of the credits available to apply to a vendor payment. Changed your mind? Use Undo on the memo to move it back to Approved.

The fee is the same either way. A flat $20 credit memo fee applies when you mark an auto-generated memo applied — the same per-memo fee charged when a credit is applied inside ShelfSpace, so settling outside the platform isn't a loophole. Manually created memos aren't billed, and grandfathered or fee-waived accounts pay nothing. Undo reverses the fee. This follows the same lifecycle as the credit memo approval workflow.

Good to know

Recipients don't need a login. Anyone you list receives the emails directly. The first address is the primary recipient; the rest are CC'd.
Unsubscribing sticks. If a recipient uses the unsubscribe link, the platform stops sending to that address until you add them back.
Digest timing is UTC. A weekly or monthly digest fires on your chosen day in UTC, and no memo is ever sent twice.
Consignment-return credits aren't part of this. Those settle automatically through your weekly settlement, so they can't be marked applied externally.
Admins only. Changing these settings or marking memos applied is limited to admin users on your team.

For a page-by-page tour of the finished document your accountant receives, read Anatomy of a Cannabis Vendor Credit Memo.

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Send Approved Credit Memos to Your Accounting Team