Enter a Credit Memo

Use the AP Invoice Entry (NE) program to enter a credit memo to decrease the outstanding balance due to a vendor. See Background and Road Map for more information.

Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Vendor number	Required 10 alphanumeric	Enter the vendor number or click the Lookup icon and use the standard lookup options to select the vendor from a list.
Invoice number	Required 25 alphanumeric	Enter an invoice number for the credit memo or enter ON-ACCT to enter a credit memo when you do not know the invoice number. The number you enter should not be the same number as an existing invoice. Subsequently you will apply the credit memo against the vendor's payment in the Vendor Invoice Payments (NC) program. If you want to apply a credit memo to an existing invoice or reverse an invoice that was entered in error, see Apply a Credit Memo to an Existing Invoice.
Transaction code	Optional 2 alphanumeric	Select CM for Credit Memo.

Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Invoice amount

Required
14 numeric in the format 999999999999.99

Enter a negative number to specify the amount of this credit memo.

Discount amount

Optional
14 numeric in the format 999999999999.99

Enter the vendor's discount amount or leave blank to have the system calculate the discount amount when you complete data entry: Invoice amount x Discount %.

Note
If you change the Discount % field to zero, you must also change this field to zero.

1099/GST

Conditional
14 numeric in the format 999999999999.99

Enter the amount of the invoice that is reportable for 1099/GST tax purposes.

Note
This field's label depends on your selection for the Tax type field for this vendor in the Vendor Maintenance (VM) program:

If Tax type is	This field's label is
T	Based on the 1099 field description option in the System Options Maintenance (XM) program (Accounts Payable Options)
B	Based on the GST reporting flag description option in the System Options Maintenance (XM) program (Accounts Payable Options)
N	Blank

Template

Optional

Accept the default template or select a template for invoice distribution.

Use Vendor Maintenance (VM) to set the default selection. Set up templates in the AP Template Maintenance program (NSM).

Reference

Optional
30 alphanumeric

Enter a reference that the AP Inquiry (NI) program displays or leave blank to display the invoice number and transaction code.

Alt remit-to

Optional
10 alphanumeric

Enter an alternate remit-to or click the Lookup icon and use the standard lookup options to select the remit-to from a list.

AP terms

Required
3 alphanumeric

Accept the displayed AP terms code or select another AP terms code.

The default is from the AP terms field for this vendor in the Vendor Maintenance (VM) program.

Discount %

Optional
4 numeric in the format 99.99

Accept the displayed discount percent, enter the vendor's discount for this invoice, or leave blank to use the AP terms. For example, if the vendor discount is 2.5%, enter 2.5.

The default is from the Vendor disc % field for this vendor in the Vendor Maintenance (VM) program.

AP org code

Required
2 alphanumeric

Accept the displayed organization code or select a different organization code.

The default is set in the Posting Criteria Maintenance (XPC) program.

AP account no

Required
10 alphanumeric

Accept the displayed liability account, enter a different account number, or click the Lookup icon and use the standard lookup options to select the account from a list.

The default is set in the Posting Criteria Maintenance (XPC) program.

Invoice date

Required
10 date

Accept the login date, select a date, or enter a date shortcut.

The login date displays only if you selected the Default invoice date? option for this program. See Set AP Invoice Entry Options.

Discount date

Required
10 date

Leave blank to have the program calculate the discount date based on the AP terms code or select a different discount date.

If the AP terms field is blank and you leave this field blank, the program uses the Invoice date.

Due date

Required
10 date

Leave blank to have the program calculate the due date based on the AP terms code or select a different due date.

If the AP terms field is blank and you leave this field blank, the program uses the Invoice date.

GL posting date

Required
10 date

Accept the login date, select another date for posting this transaction to the general ledger, or enter a date shortcut.

If you select a future date and selected the Message if post dte in future? program option, the program displays the message GL posting date is in the future; continue? Click Yes to retain the date you entered or click No to change the date.

Type of invoice

Optional

Accept the vendor's default (specified in Vendor Maintenance) or select a different type.

Pay/Hold

Required
1 character

Accept Pay if the invoice is eligible for payment or select Hold if it is not.

You cannot select for payment invoices that are on hold when you run the Vendor Payments (NC) program.

Payment method

Optional
2 alphanumeric

Accept the displayed AP payment method code or select a different payment method.

The default is from the Payment method field for this vendor in the Vendor Maintenance (VM) program.

Exchange org code

Conditional
2 alphanumeric

Accept the displayed exchange organization code or select a different organization code.

The default is set in the Posting Criteria Maintenance (XPC) program.

Exchange acct no

Conditional
10 alphanumeric

Accept the displayed exchange account, enter a different account number, or click the Lookup icon and use the standard lookup options to select the account from a list.

The default is set in the Posting Criteria Maintenance (XPC) program. The program uses this account if you are using the multi-currency feature and the vendor wants to be paid in a foreign currency. See Background for more information.

Click Post or OK.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Distribution amount	Required 14 numeric in the format 999999999999.99	Enter the amount that you are distributing in this sequence to the GL organization and account number you enter in the next two fields.
GL org code	Required 2 alphanumeric	Accept the displayed organization code or select a different code. The default is from the GL org code field for this vendor in the Vendor Maintenance (VM) program.
GL account no	Required 10 alphanumeric	Accept the displayed account, enter another account number, or click the Lookup icon and use the standard lookup options to select the account from a list. The default is from the GL account no field for this vendor in the Vendor Maintenance (VM) program.
Description	Optional 25 alphanumeric	Enter a description for this transaction sequence or leave blank to use the description for the GL account. This description displays or prints for this transaction in the AP Distribution Report (NRA), Vendor Invoice Inquiry (NDI), and other programs.
Mfg order no	Optional 10 alphanumeric	Leave blank.
Adjust code	Optional 1 alphanumeric	Leave blank.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make required change(s). Click Apply.
Exit without completing this credit memo	Click Cancel.
Change the Sequence number field	Click Change no. This button displays only in add mode.
Enter landed costs	Click Land cost. See Enter an Invoice for Landed Costs.
Accept the data	Click OK. The program prompts Sequence number. Enter another sequence or clear the field to exit. The program displays the distribution.

Note
You cannot delete a record until it has been saved; use Cancel.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another sequence	Click Add.
Delete the selected sequence	Click Delete. See Delete.
Display the selected sequence	Click Select.
Exit the invoice record	Click Exit. If the program displays the message Debits do not equal credits, see Debits Do Not Equal Credits.

Choose the appropriate options when you click Exit:

To	Do This
Change a field	Move the cursor to the field and make required change(s). Click Apply.
Delete this record	Click Delete. See Delete.
Exit without updating the data you entered	Click Cancel.
Display this vendor's address or remit-to address	Click Address. Click Remit-to or Vendor or click Back to end this action.
Enter additional sequences	Click Post.
Accept the data	Click OK. The program prompts Vendor number, Invoice number, and Trans code. Enter another vendor and invoice or leave blank to exit.

Choose the appropriate options when you click OK:

To	Do This
Add another invoice	Click Add.
Delete the selected invoice	Click Delete. See Delete.
Display the selected invoice	Click Select.
Exit the records	Click Exit.

Click Register to print the AP Invoice Register or choose the appropriate options when you click Exit:

To	Do This
Change a field	Move the cursor to the field and make required change(s). Click Apply.
Delete this batch	Click Delete. See Delete.
Exit the batch without updating it	Click Cancel.
Print the AP Invoice Register	Click Register. See Print the AP Invoice Register.
Maintain invoices in this batch	Click Invoice.
Accept the data	Click OK. The program prompts Batch. Enter another batch or leave blank to exit.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another batch	Click Add.
Delete the selected batch	Click Delete. See Delete.
Display the selected batch	Click Select.
Review your options for this program	Click Prog opts. See Set AP Invoice Entry Options.
Exit the program	Click Exit.