To process an accrual dues credit memo

You can process reversals of accrual dues items on a line-by-line basis through the Enter and edit credit memos window. For example, if a customer cancels a single line item, you can reverse that one line.

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 Deferred Income.

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

    2. 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. 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 at the top of the window and the fields labeled Type, Status, Paid Thru, and Category populate. The calculated address block contains a concatenation of the full name, title, company, and full address.

    3. Note: The CATEGORY field displays prefixed with the label Category if your administrator has enabled the Use Bill Categories option. 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 accrual billing invoice number and press Enter, or
    • Select the lookup icon to 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:
    • Click Adjust All to select all line items to credit.

      • The balance amount displays in the Amt Adj field and the Credit option is selected for each line item.

    • Select the Credit option to credit specific line items. For example, select this option for Line 2.

      • The balance amount displays in the Amt Adj field.

    • Enter an amount to credit in a line item's Amt Adj field. For example, enter 100.00 in the Amt Adj field for Line 1.

      • This will automatically enable the Credit option.

      Selecting Adjust All or Credit 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 credit memo. Line items not adjusted are no longer displayed on the window.