Entering credit memo orders

Invoiced orders cannot be canceled; therefore, you reverse an invoiced order by entering a credit memo order against an original order's invoice number. Because the audit trail would be lost, entering a credit memo order does not update an original, invoiced order.

To enter a credit memo order (cancel an invoiced order)

  1. View the original order details and note the information you need to enter a credit memo:
    • The Bill to ID
    • The Invoice #
    • The Source code
    • The Product code
    • The Quantity
    • The Freight and Handling charges, if any
  2. From Orders, select Enter and edit orders to open the Enter and edit orders window. The Overview tab displays by default.
  3. Click New. The Order Date defaults to the batch date if batch control is used; otherwise, the date defaults to the system date.
  4. Enter the credit memo (CM) order type in the Order Type field (select the Find icon to look up the order type).
  5. Press Tab to go to the Bill to ID field. The Invoice # field enables.
  6. Enter the Bill to ID.
  7. Override the Order Date if necessary.
  8. Enter the original order's invoice number in the Invoice # field (select the Find icon to look up the invoice number).
  9. Enter a source code in the Source field.
  10. Enter the product code from the original order in the Product field.
  11. Enter the product Quantity from the original order and press Tab.

    12. When you tab out of the Quantity field, the Quantity, Ship, Extension, Product Total, Tax, Order Total, and Balance fields are updated automatically to a negative number.

  12. Enter the freight and handling charges to be refunded.
    • Select the Order Details tab.
    • In the Manual Handling field, enter the handling charge from the original order and press Tab.
    • In the Manual Freight field, enter the freight charge from the original order and press Tab.
  13. Repeat this process for each of the products on the original order.
  14. Click Save.
  15. Invoice the order (see Generating an order invoice).

To view credit transactions

Because the audit trail would be lost, entering a credit memo order does not update an original, invoiced order. However, you can view all transactions attached to an original invoice number through the AR/Cash Transaction Ledger window.

  1. From AR/Cash, select Process month-end procedures to open the Process month-end procedures window.
  2. Click Credit Invoices to open the Credit Invoices window.
  3. Double-click the invoice for which you want to view all transactions to open the Transaction Ledger window.

Example of the AR/Cash Transaction Ledger window reflecting all transactions for Invoice # 236