Created: 07/03/2013
Create an AP Voucher Credit Memo
Go to Activities>>Voucher Entry
Select Regular A/P as the Trans Type
Use the same Vendor # and Pay Group as the original voucher.
The same Invoice Number and Invoice Date that was used on the original voucher may be used so that the credit memo will be reported for the same invoice dates as the original voucher. The warning "Invoice # found in history for this vendor" will be displayed if the original Invoice Number is used. This is fine, just press OK and continue.
Enter or select a G/L Date. The G/L Date does not have to be the same as the original. The date used is generally based on timing and the closing of fiscal years.
Enter a negative Invoice Amount for the amount that will not be paid on the original invoice.
For Example: The original invoice was for 1000.00. You only want to pay 750.00. Enter the difference as a negative -250.00 for the credit memo voucher.
Enter one or more distribution lines for the credit voucher. Usually the same IFC Codes and Account Numbers from the original invoice will be used.
Enter the Dollar Amount as a negative for each line.
Save the credit voucher using the Clear/Add button or press the F2 key.
Post the voucher following the normal posting process.
Select the Vouchers for Payment
Go to Check Processing>>Voucher Selection>>Voucher Selection Grid or select the vouchers using the Check Processing Wizard
Select the original (positive) voucher and the credit (negative) voucher for payment as well as any other vouchers that are to be included when checks are processed.
For Example: The original voucher would show a positive To Apply amount of 1000.00. The credit memo voucher will show a To Apply of -250.00. Make sure these vouchers do not have the "Sep" box checked as this will prevent them from combining on one check. When the check is printed, these 2 vouchers will be combined on the check for a total of $750.00.
Note:
A Credit Memo voucher for more than the current due may be created. Partial credit payments may also be made on the credit memo.
For Example: A voucher is due for 100.00 and there is a Credit Memo voucher for -500.00. Select the $100.00 voucher for full payment. Select the Credit Memo and change the To Apply amount to -100.00. When checks are printed, a check for zero dollars will be printed. The check stub will show the payment information for the voucher and the credit memo.
The Credit Memo will remain open with a new available amount of -400.00.