Credit Memos

Accounts Receivable > Maintenance > Credit Memos

This page is used to apply credit memos to existing printed invoices with unpaid balances.

Use the following fields to retrieve an existing invoice. If the invoice number is not known, click Directory.

Field	Description
Invoice Number	Type the 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 an alphanumeric credit memo number, hyphens are allowed. Leading zeros are not required. However, if the credit memo number is alphanumeric, the field is not zero-filled.

Click Retrieve. The following invoice details are displayed.

Under Products, a list of the services/products included in the invoice is displayed.

Product Type	The service or product type is displayed.
Description	The service or product description is displayed.
Quantity	The quantity of the ordered item is displayed.
Unit of Issue	The basic unit of issue.
Unit Price	The price per unit of issue for the item being requested is displayed.
Item Total	The item total amount is displayed. It is calculated by multiplying the quantity by the unit price.
Invoice Total	The invoice total is displayed. It is calculated by adding the item totals.

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 Description	The account code description from the Chart of Accounts is displayed.
Original Amt	The original amount of account code line item deduction is displayed.
Credit Memo Total	The total credit memo amount is displayed.
Payment Amt	The amount of any previously applied payments is displayed.
Overpayment Crd	The amount of any previously applied overpayment credits 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.
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 to select a code from the Adjustment Reasons lookup. The adjustment reason codes are maintained on the 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.

Retrieve	The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.
Print	Click to print the Customer Copy and District Copy of the credit memo transaction.

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