Entering adjusted memos

Adjusting credit and debit memos

You can process reversals of an entire pledge, which might contain one or more installment records, on the Enter and edit pledge credit memos window, or you can reverse a single line item.

Credit memos make adjustments that reduce or reverse normal open accounts receivable (AR) items. Use credit memos for the following tasks:

Writing off an open item that cannot be collected
Reducing or reverse a line item charge
Reversing a previously entered transaction

Entering pledge credit memo adjustments

Do the following to enter pledge credit memo adjustments:

In the Advanced Accounting Console, go to Finance > Adjustments > Pledge credit memos.
Click New.
The Date field defaults to:
- The batch date if batch control is enabled. If an active, open batch is not selected, the Open Batches window opens. After selecting or creating a batch, click New on the Pledge credit memos window again.
- The system date if batch control is not enabled. If you override the system date, the new date becomes the default date for new credit memos until the Pledge credit memos window is closed and reopened.
Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. After the ID field is populated and Tab is pressed, an address block for the customer is displayed, and the Type and Status fields are populated.
Click Find Pledge to display the Find window.
Select the pledge to be adjusted and click OK.
Use one of the following methods to specify the credit memo adjustment:
- Click Adjust All to issue a credit memo against all installments associated with a pledge that has a non-zero balance.
- Select the Credit checkbox to credit specific line items. For example, enable the Credit option for an invoice number, and the full amount is displayed in the Amount Adj field for this invoice number.
Enter the amount to credit in the Amount Adj field for the line item. For example, enter 25.00 in the Amount Adj field for invoice number R64 and press Tab. This will automatically enable the Credit checkbox for this line item.
Click Save. The total amount of the credit memo displays in the Total Adjustment field.

Note: Line items that were not adjusted are no longer displayed in the Pledge credit memos window after you click Save.

Entering pledge debit memo adjustments

Debit memos have the opposite effect of credit memos, increasing the balance of open accounts receivable items. Use debit memos for the following tasks:

Increase or add a line item charge.
Bring a credit balance to zero due to an overpayment, credit memo, or cancellation transaction.

Do the following to enter a pledge debit memo:

In the Advanced Accounting Console, go to Finance > Adjustments > Pledge debit memos.
Click New.
The Date field defaults to one of the following:
- If batch control is enabled, the Date field defaults to the batch date. If an active, open batch is not selected, the Open Batches window opens. After selecting or creating a batch, click New on the Pledge debit memos window again. You cannot override the date if batch control is enabled.
- If batch control is not enabled, the Date field defaults to the system date. You can override this date. If you override the system date, the new date becomes the default date for new debit memos until the Pledge debit memos window is closed and reopened.
Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. After the ID field is populated, an address block for the customer displays in the Pledge debit memos window and the Type and Status fields are populated.
Click Find Pledge (bottom of the Pledge debit memos window) to display the Find window.
Select the pledge installment for the pledge debit memo adjustment.
Click OK.
Use one of the following methods to specify the debit memo adjustment:
- Click Adjust All to select all line items with a balance to debit. The full amount displays in the Amount Adj field for each line item, the Debit checkbox is selected for each line item with a balance, and the total amount of all debit memo adjustments is displayed in the Total Adjustment field. The Adjust All button is only enabled if the total pledge balance is negative.
- Select the Debit checkbox to debit specific line items. For example, enable the Debit checkbox for invoice number R65 and the full amount displays in the Amount Adj field for this invoice number.
- Enter the amount to debit in the Amount Adj field for the line item, and press the Tab key. For example, enter 25.00 in the Amount Adj field for invoice number R64. This will automatically enable the Debit option for this line item.
Click Save. The total amount of the debit memo displays in the Total Adjustment field.

Note: Line items that were not adjusted are no longer displayed in the Pledge debit memos window after you click Save.

Adjusting accrual dues credit memos

Use credit memos to perform the following tasks:

Write off an open item that cannot be collected.
Reduce or reverse a line item charge.
Reverse a previously entered transaction.
Record product returns and credit the customer.

You can process reversals of open accrual dues items on a line-by-line basis on the Accrual dues credit memos window (in the Advanced Accounting Console, go to Finance > Adjustments > Accrual dues credit memos). After the credit memo is processed, the balance reduction is reflected appropriately in the various inquiry windows.

For example, if a customer cancels a single line item on a bill and pays for the remaining items, you should reverse the charge of the cancelled item.

Note: Accrual dues credit memos must be processed on the Accrual dues credit memos window under Finance.

Processing an accrual dues credit memo

You can process reversals of accrual dues items on a line-by-line basis through the Accrual dues 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.

From the Advanced Accounting Console, go to Finance > Adjustments > Accrual dues credit memos.
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.
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.

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.

Tab to the Invoice # 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.
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.

Note: 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.

Click Save to update the record.

Note: The Total Adjustment field displays the total amount of the credit memo. Line items not adjusted are no longer displayed on the window.

Finding accrual dues credit memos

Accrual dues debit memo adjustments

Use debit memos to perform the following tasks:

Increase a line item charge
Bring a credit balance to zero due to an overpayment, credit memo, or cancellation transaction

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.

Processing 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 Accrual dues 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.

From the Advanced Accounting Console, go to Finance > Adjustments > Accrual dues debit memos.
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.
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 the full name, title, company, and full address.

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..

Tab to the Invoice # 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.
After the invoice number is entered, select from the following options:
- Select Adjust All to select all line items to debit. The balance amount displays in the Amt Adj field and the Debit option is selected for each line item.
- 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.

Click Save to update the record.
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.