Credit Memo Overview

The Credit Memo form allows you to create, edit and view transactions for the inventory items returned by your customers.  This form is used to record the return of the inventory items that you enter in the Inventory Items form.

You will notice that at the top of this form are six tabs and in the subform are three tabs, which help group the customer invoice information better.  It is like having nine forms connected together for each customer's invoice.  You will also notice that the Invoice Number, Customer ID, Date, Transaction Type, Currency and PO Number fields at the top of the form remain there in all the tabs so you always know what customer's invoice you are working on when switching between the tabs.  The nine tabs are listed below and described in detail in other areas of the documentation.

The Invoice Tab shows you general credit memo information.  See: Adding Credit Memo

The Detail Tab shows you Payment Information Contact numbers and types, and Sales Tax details.  See: Detail Tab

The Commission Tab is where you review/change or add commission information.  See: Invoice Commission

The Order History Tab shows you the history of your orders.  See: Order History

The Invoice History Tab shows you the history of your invoices.  See: Invoice History

The Item History Tab is where you can view all the items purchased by the selected customer. See: Item History

The Items Tab is where you enter/review information to add credit memo.  See: Items Tab and Adding Credit Memo.

The Credit Memo form can also be used to pull in the details that were created from an Invoice.  This is a two step process used by some companies to track the history of an RMA to a Credit Memo.  Some companies may choose to use only the Credit Memo form consolidating the two-steps into one.  You can enter your return transaction directly in the Credit Memo form then Post the Credit Memo to complete the process.

This form can be used to add, edit or delete records in the Credit Memo form.  To add new credit memo, see: Adding Credit Memo.  If you need to edit existing credit memo, just select the record you want to edit and make any necessary changes to the fields for that record.  If the Credit Memo is posted it will be necessary to unpost it prior to making any changes.  For complete details on all the field descriptions for this form and a step by step guide on how to enter new Credit Memo. See: Adding Credit Memo

The record navigation buttons at the bottom of the form are used to move from one record to another.  It also displays how many records are in the Credit Memo form and what record you are currently on.  Clicking on one of the four buttons will navigate you through your existing data.  You may use the Find button to find a specific record.

There are several helpful options that can be set in the Company Preferences forms to help make data entry easier and faster.  One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program.  You should also take a look at the Security form > Default Accounts tab and the Starting Numbers form for other related options that can be set.

Toolbar Buttons

Toolbar Buttons perform an action on the current record like adding, deleting or saving.

The New button will clear the form to allow a new Credit Memo to be added.

The Save button will save the selected Credit Memo.

The Find button will enable you to Find Credit Memo.

The Delete button will delete the selected Credit Memo.

The Undo button will cancel out the last change/s done to the record reverting it to its older state.

The Print button will open the Print Credit Memo form where you can adjust settings and print a Credit Memo.

The Post or Unpost button will Post or Unpost the Invoice and update the general ledger.

The Invoice Notes button will open the Notes form where you can enter any notes about the selected credit memo.

The Schedule button will open the Schedule Activities form when you can schedule a call, meeting, or to-do.

The Customer Notes button opens the Customer Notes form where you can view any notes about the selected customer.

The Customer Type Discount button when clicked will show a message about calculating the Customer Type Discount.

The Customer button will open the Customers form to the selected customer.

The Inventory button will open the search form for Inventory Items.

The Message button opens the Credit Memo Message form where you can enter a message for the Credit Memo and have it print on the printed credit memo.

The Customer History button under the History menu (click the History button to open the History menu) will open the Customer History form where you can view all the posted transactions that a customer has placed in the past.

The Sales Transaction History button under the History menu (click the History button to open the History menu) will open the Sales Transaction History form where you can view the complete history of the selected transaction.

The Item Purchase History button under the History menu (click the History button to open the History menu) will open the Item Purchase History form where you can view all the items purchased by the selected customer.

The Recap button will open the Recap form displaying a preview of what will be added to the general ledger when you click the Post button.

The Receivable button will open the Receivables form where you can receive a payment for the posted Invoice or offset the posted credit memo against other receivables.  This button will be shown when the credit memo gets posted.

The Close button will close the Credit Memo Overview  form.

Press F1 or click F1-Help at the bottom left corner of the form for help on what this form is all about.

Related Topics:

New Default Account for RMA and Credit Memo