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Trace: • Credit Memo - BAR3700 • GP1200 - Past Final Date Without Final Report • Category - BWH2200
accountsreceivable:maintenance:creditmemo

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accountsreceivable:maintenance:creditmemo [2019/06/27 14:27] – emorenoaccountsreceivable:maintenance:creditmemo [2022/08/02 15:37] (current) – emoreno
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 //**Accounts Receivable > Maintenance > Credit Memo**// //**Accounts Receivable > Maintenance > Credit Memo**//
  
-<WRAP round intro>This page is used to apply credit memos to existing printed invoices with unpaid balances.+<WRAP round intro>This page is used to apply credit memos to existing printed invoices with a zero or unpaid balance. If an invoice already has a negative balance (i.e., overpayment), you cannot select the invoice to create a credit memo. 
  
 **Note**: If the credit memo causes a negative balance, an overpayment record is created. For example, if a customer has a $100 invoice and pays $75, and then has a credit memo of $50, the remaining invoice balance is -25, which will require an overpayment record. If the invoice balance is zero or positive, the overpayment record is not created. **Note**: If the credit memo causes a negative balance, an overpayment record is created. For example, if a customer has a $100 invoice and pays $75, and then has a credit memo of $50, the remaining invoice balance is -25, which will require an overpayment record. If the invoice balance is zero or positive, the overpayment record is not created.
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 ====Retrieve an invoice:==== ====Retrieve an invoice:====
  
-Use the following fields to retrieve an existing invoice. If the invoice number is not known, click [[general:acct_recv_invoice_directory|Directory]].+Use the following fields to retrieve an existing invoice. If the invoice number is not known, click [[general:acct_recv_invoice_directory|Directory]]. The Directory includes all invoices with and without credit memos.  
  
 ^ Field                                        ^ Description   ^  /*Table with two rows*/ ^ Field                                        ^ Description   ^  /*Table with two rows*/
 ^Invoice Number|Type a specific invoice number to be retrieved. If you type a partial invoice number (from one to five digits) and tab out of the field, the field is zero-filled to six digits. If alphanumeric values are entered, the field is not zero-filled. The field can be six characters.| ^Invoice Number|Type a specific invoice number to be retrieved. If you type a partial invoice number (from one to five digits) and tab out of the field, the field is zero-filled to six digits. If alphanumeric values are entered, the field is not zero-filled. The field can be six characters.|
-^Credit Memo Number|Type a credit memo number. Leading zeros are not required. If left blank, a new credit memo for the associated invoice can be created. The credit memo number is auto-assigned when creating a new credit memo.|+^Credit Memo Number|Type a credit memo number. Leading zeros are not required. If left blank, a new credit memo for the associated invoice can be created. The credit memo field must be blank to add a new credit memo. The credit memo number is auto-assigned when the credit memo data is saved. Once the credit memo is saved, the record cannot be edited. If you need to make additional changes to the same invoice, delete any numbers that are displayed in the **Credit Memo Number** field and click **Retrieve** to create a new credit memo.|
  
-Click **Retrieve**. The following invoice details are displayed.+VCV Click **Retrieve**. The following invoice details are displayed.
  
 +
 +  * **Invoice Nbr**
   * **Requested By**   * **Requested By**
 +  * **Attention**
   * **Customer Nbr**   * **Customer Nbr**
   * **Customer PO #**   * **Customer PO #**
 +  * **Street Address**
   * **Customer Name**   * **Customer Name**
   * **Reference**   * **Reference**
 +  * **City**
   * **Print Invoices**   * **Print Invoices**
   * **Date Requested**   * **Date Requested**
 +  * **State/Zip**
   * **Invoice Status**   * **Invoice Status**
   * **Due Date**   * **Due Date**
-  * **Attention** 
-  * **Street Address** 
-  * **City** 
-  * **State/Zip** 
   * **Phone Number**   * **Phone Number**
  
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 ====Apply a credit memo:==== ====Apply a credit memo:====
  
-Under **Products**, a list of the services/products included in the invoice is displayed.+VCV Under **Products**, a list of the services/products included in the invoice is displayed.
  
  
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-Under **Budget Accounts**, a list of the invoice account codes to which a credit memo can be credited is displayed. +VCV Under **Budget Accounts**, a list of the invoice account codes to which a credit memo can be credited is displayed. 
  
 ^Account Code|The account code which is to receive the funds from the credit memo is displayed.| ^Account Code|The account code which is to receive the funds from the credit memo is displayed.|
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 ^Overpayment Crd|The amount of any previously applied overpayment credits is displayed. | ^Overpayment Crd|The amount of any previously applied overpayment credits is displayed. |
 ^Balance|The remaining balance for the line item is displayed. | ^Balance|The remaining balance for the line item is displayed. |
-^Credit Memo Amt|Type the amount of the credit memo to be applied. The amount must be a negative (-) number.|+^Credit Memo Amt|Type the amount of the credit memo to be applied. The amount must be a negative (-) number. The total amount of the credit memo for all lines cannot exceed the invoice total. |
 ^Transaction Date|Type the transaction date in the MMDDYYYY format. Or, select a date from the calendar.|  ^Transaction Date|Type the transaction date in the MMDDYYYY format. Or, select a date from the calendar.| 
 ^Adj Reason|Type the district-defined reason adjustment reason code for creating the credit memo. Or, click {{:images:blue_small_picklist.jpg|Ellipsis Icon}} to select a code from the Adjustment Reasons lookup. The adjustment reason codes are maintained on the [[accountsreceivable:tables:adjustmentreasons|Accounts Receivable > Tables > Adjustment Reasons]] page. This field is required.| ^Adj Reason|Type the district-defined reason adjustment reason code for creating the credit memo. Or, click {{:images:blue_small_picklist.jpg|Ellipsis Icon}} to select a code from the Adjustment Reasons lookup. The adjustment reason codes are maintained on the [[accountsreceivable:tables:adjustmentreasons|Accounts Receivable > Tables > Adjustment Reasons]] page. This field is required.|
  
  
-Click **Save**. A credit memo number is automatically created for the transaction and will be associated with the invoice number.  +VCV Click **Save**. A credit memo number is automatically created for the transaction and will be associated with the invoice number.  
  
 ====Other functions and features:==== ====Other functions and features:====
  
 ^Retrieve|{{page>general:retrieve}}| ^Retrieve|{{page>general:retrieve}}|
-^Print|Click to print the Customer Copy and District Copy of the credit memo transaction.|+^Print|Click to print the credit memo information. The **Print** button is only displayed if a credit memo number is retrieved for an invoice. If the invoice does not have a credit memo number or if the invoice is retrieved without the credit memo number, the **Print** button is not displayed.| 
  
  
  
  
accountsreceivable/maintenance/creditmemo.1561645673.txt.gz · Last modified: 2019/06/27 09:27 (external edit)

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