Creating a Sales Credit Memo
The below process highlights how to create a new Sales Credit Memo in Order Entry. Parish accounting users should create Sales Credit Memos at the entity level. If you are in need of assistance in navigating to the entity level, please refer to the “Switching to Entity Level” documentation.
Once Sales Credit Memos are created, the credits need to be applied to Customer Invoices when receiving payments. Please see the “Apply Credits” documentation in Accounts Receivable for instruction on the credit application process.
When adding a Sales Credit Memo, all fields with a red asterisk are required to post the Invoice. Any field that does not have a red asterisk is optional, however, some fields may be recommended.
Steps
- Click the Application drop-down menu
- Click Order Entry
- Click the All tab
- Click the “+” sign next to Sales Credit Memo
- Click on Add
- The Sales Credit Memo date will default to today’s date – update if needed
- Confirm that the GL posting date is correct
- Note: This field will default to the date entered from step 5. If needed, you may change the GL Posting date to a different date than the Sales Credit Memo date from step 5
- Select the Customer the Sales Credit Memo is for – i.e.: C-00068 – Convent Rental
- Note: The Pay to and Return to fields will automatically default to Customer’s Contact information as noted above
- Classification is left blank for the transaction header. Classifications, if needed, will be added in the line Entries section of the transaction screen.
- Select a Payment term
- Note: The Customer terms will populate based on the default terms for the Customer. If no term populates, please select a term from the drop-down list
- Confirm the Sales Credit Memo due date, which will default based on the term selected in step 8
- Note: Since this is not an invoice, this field will not have much meaning for a Sales Credit Memo. However, it is a required field and must be populated
- If needed, enter a Reference number for the Sales Credit Memo
- If needed, enter any text that you want to appear on the printed document into the Message field for any information that is in addition to invoice line details.
- Add an attachment as support for the Sales Credit Memo
- Note: It is always best practice to add an attachment to all documents
- If needed, enter a Customer PO number
- Select an Item for the transaction – i.e.: PSC_Utility_Gas
- Select the Location beginning with “PRL” that appears in the drop-down list – i.e.: PRL – 0000 – Demonstration Parish
- Select an Operating Unit – i.e.: Church
- Select a Department – i.e.: 8050 – Facility Administration
- Classification is not a required field for Sales Credit Memo. Select a Classification if needed – i.e.: WORSHIP_OTHER
- Enter a Quantity
- Enter a Price
- Confirm the Extended price is correct for the amount of credits being given to the Customer
- Click Post