Enter and edit debit memos window

Billing > Process accrual dues > Enter and edit debit memos

Transaction

This field is automatically populated with a transaction number.

Date

Defaults to the current system date, or the batch date if you are using the batch control option.

ID

Enter the customer identification number or, if a company is responsible for the payment, enter the company ID in this field. You can also select the lookup icon to select a value.

Invoice Number

Specifies the invoice number assigned to the transaction or select the lookup icon to select a value.

Invoice Date

The current date automatically displays in this field when a record is entered.

Batch ID

Displays the batch number of the current open batch if batch control is enabled on the AR/Cash Batch Control window.

Original Invoice Balance

Displays the total current balance of the original invoice.

Total Adjustment

Displays the total amount to be adjusted for the selected line items.

Adjusted Invoice Balance

Displays the Original Invoice Balance plus the Total Adjustment field. The value in the Total Adjustment field is typically a negative amount and is therefore deducted from Original Invoice Balance. If Total Adjustment is a positive amount, it is added to Original Invoice Balance.

Adjust All

Used to automatically debit all line items. This button can be used if the overall balance is negative.

Line

This column displays all Invoice_Lines.LINE_NUM fields associated with the Invoice Number.

ST ID

This column displays all the Invoice_Lines.ST_ID fields associated with the Invoice Number.

Product

This column displays all the Invoice_Lines.PRODUCT_CODE fields associated with the Invoice Number.

Description

This column displays the description of the product code. If the invoice is a List Bill the name of the ST_ID will be concatenated with the product title, for example, Bill Smith, Basic Dues.

Balance

This column displays all Invoice_Lines.BALANCE fields associated with the Invoice Number.

Amt Adj

This column displays the dollar amount to be adjusted from the specified line item. Entering an amount in this field automatically enables the Debit option.

Bill Thru

This column displays all Invoice_Lines.BILL_THRU fields associated with the Invoice Number.

Debit

Select to have the line item debited.

To process an accrual dues debit memo

You can process reversals of accrual dues items with a credit balance on a line-by-line basis through the Billing Enter and edit debit memos window. For example, if a customer overpays an invoice and you do not intend to refund the overpayment, you should process a debit memo for that amount.

Note: If your system is licensed for Deferred Income and the product being reversed is normally deferred, iMIS will automatically adjust the deferred income and any income recognized for this product during the GL Interface procedure. For more information, see Using Deferred Income.

  1. From the Enter and edit debit memos window, click New.

    The Date field defaults to:

    • Batch date if Batch Control is used.

      If Batch Control is enabled and an active open batch is not selected, the Batch Control List is displayed. Select or create a batch and click New.

      If Batch Control is enabled and an active open batch is selected, the Date field is populated with the date of the batch.

    • System date, if Batch Control is not used

      If the system date is overridden, the new date becomes the default value for inserts until the window is closed and reopened.

  2. Press Tab and enter an ID or select the lookup icon to find a customer's record.

    After the ID field is populated, an address block for the customer displays in the upper right-hand corner and the fields labeled Type, Status, Paid Thru, and Category are populated.

    The calculated address block contains a concatenation of Name.FULL_NAME, Name.TITLE (if Use Title is enabled for the preferred mailing address type), Name.COMPANY (if Use Company is enabled for the preferred mailing address type), and Name.FULL_ADDRESS.

    3. Note: Name.CATEGORY displays prefixed with the label Category: as long as the Use Bill Categories option is enabled on the Customer Setup - Basic Options window. If this option is not enabled, neither the category value nor the category label will display.

  3. Tab to the Invoice Number field.
    • Enter the invoice number and press Enter, or
    • Select the lookup icon and select an invoice:

    Invoice or reference numbers are validated for the following:

    • Invoice.SOURCE_SYSTEM is equal to DUES and at least one Invoice_Lines row is linked to the invoice.
    • The Invoice.BT_ID is equal to the ID entered for the credit memo.
  4. After the invoice number is entered, select from the following options:
    • Select Adjust All to select all line items to debit.

      The balance amount times -1 displays in the Amt Adj field and the Debit option is selected for each line item.

    Note: Adjust All is available only when the overall balance is negative.

    • Select the Debit option to debit specific line items.
    • Enter an amount to debit in the line item's Amt Adj field.

    Selecting Adjust All or Debit always zeros out the balance amount. If you do not want to zero out the balance, enter the needed adjustment amount in the Amt Adj field.

  5. Click Save to update the record.

    6. The Total Adjustment field displays the total amount of the debit memo and line items not adjusted are no longer displayed on the window.

    After an accrual dues debit memo is applied to an invoice, the Transaction Ledger displays the detail for each amount adjusted.