Generate Credit Memos Yourself (Self-Serve)

Self-serve generation is the fastest way to turn a closed month into a stack of ready-to-send vendor credit memos. You pick the month, upload four reports, and the platform reads the data, prices every line against Metrc, and drafts one credit memo per vendor — no waiting on a monthly cycle, no ShelfSpace admin in the loop. This guide walks the wizard end to end.

You'll find it in your portal under Credits → Generate. The wizard has six steps, and the sidebar tracks where you are the whole way through.

Before you start

Two things need to be true for the generator to open:

• Credit recovery is enabled on your account. If it isn't, you'll see a locked card instead of the wizard — talk to us to switch it on.
• You have an admin-level role. Because generation writes to your money tables, it's limited to admin users on your team.

Self-serve generation reads Dutchie report exports today. If you run a different POS, the report files won't verify — reach out and we'll run the monthly cycle for you instead. You'll also want your Metrc sales synced, because the co-marketing math is priced against Metrc, not the uploaded files.

Step 1 — Period

Pick the month you're closing out. The generator only runs on months that have already ended — you can't generate for a month still in progress, because the data isn't final. Choose the most recently closed month for your regular monthly run, or reach back to catch up an earlier one.

Step 2 — Upload reports

Export these four reports from Dutchie and upload them exactly as they download — no reformatting, no cleanup, no edits. The platform reads each one the moment you drop it in, confirms it recognizes the format, counts the rows, and checks the date range:

• Returns Report - Returned Products Reports → Inventory → Reports tab · date range = the month you selected
• Discount Detail Report Reports → Marketing → Reports tab · date range = the month you selected
• Inventory Receipt Report - Detail Reports → Inventory → Reports tab · use Detail, not Summary · trailing six months ending at the month's close
• Current Inventory Reports → Inventory → Reports tab · export it fresh today

All four have to verify before you can move on. If a file comes back unrecognized, it's almost always the wrong report or the wrong export format — re-pull it from the location above.

Step 3 — Pre-flight

Pre-flight is a read-only pass over everything you uploaded. It writes nothing to your account — it just tells you whether the run is safe to build. It checks, among other things:

• Vendor matching — how many return and discount rows resolved to a vendor on your list
• Cost data — whether the receiving report covers enough of your products to price co-marketing accurately
• Metrc sales — whether synced Metrc sales cover the period (co-marketing needs them)
• Report month — whether each file's dates actually fall in the month you picked
• File sanity & store identity — catches a file from another location or a partial export
• Recovery settings — confirms you have active vendors with credit recovery turned on

Step 4 — Map vendors

Dutchie's brand and distributor names don't always line up with your vendor list one-to-one. Any name that didn't resolve shows up here with its row count. For each one, either point it at an existing vendor from the dropdown or create a new vendor inline (name, email, and two-letter state, plus an optional Metrc license). Anything you leave unmapped is simply left out of this run.

Every mapping is remembered for next month, so the same brand resolves automatically on future runs. Note that changing a mapping resets the pre-flight — you'll run it once more before generating, which is expected.

Step 5 — Generate

When pre-flight is clear (or you've acknowledged the flags), hit generate. The platform runs three passes you can watch in real time:

1. Loading your reports — the parsed data is written to your account
2. Building credit memos — one memo per vendor is assembled and priced
3. Moving to Drafts for review — each memo is placed in your Drafts queue

Keep the tab open while it runs. A store with around fifty vendors takes roughly three minutes.

What each credit memo contains

The generator builds one credit memo per vendor for the month, aggregating everything that vendor owes across three sources:

• Returns — defensible customer returns, at 100% of your cost. See Return Credits.
• Destruction — product recorded as Metrc Waste (expired or defective), at 100% of cost. See Expiration Credits.
• Co-marketing — below-keystone sales priced at the shared-marketing split, including aging markdowns and pre-approved promotions. See Co-Marketing Credits.

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

Step 6 — Done: review your drafts and send

Your credit memos are now in Credits → Drafts. Nothing has gone to a vendor. Open each one, spot-check the line items against the Metrc backup, and send it when you're happy — individually or in bulk. If a run turns up a vendor with no qualifying activity, or a row that couldn't be built, the Done step tells you so you can follow up.

Once you send, each memo follows the standard approval workflow: the vendor can approve, approve a specific amount, or decline, and ShelfiQ carries out the decision. If a vendor goes silent, documented credits move forward after the review window — applied automatically for vendors you've set to auto-approve, or staged for your one-click approval otherwise, per vendor.

How this fits the monthly cycle

Self-serve generation is the fast, retailer-driven path: you run it yourself whenever a month closes. It's the same engine described in the credit recovery onboarding SOP and produces the same credit memos — the difference is that you're in the driver's seat, on your own schedule.