Create a Debit Memo for a Credit Taken

Use the Cash Receipts Entry (RCE) program to create a debit memo for a credit to be taken after it has been researched and approved. See Background and Road Map for more information.

Click DR memos.
Enter data for the distribution in these fields:

Field Name	Type / Max Length	Action / Description
Sequence number	Required 2 numeric	Accept the displayed sequence number.
Adjust code	Optional 10 alphanumeric	Select an adjustment code for this sequence.
Amount	Required 14 numeric in the format 999999999999.99	Accept the amount you entered in the Payment amount field or enter a different amount (if you want to distribute the deposit among more than one sequence).
Reference	Optional 25 alphanumeric	Enter a reference for this payment.
GL org code	Required 2 alphanumeric	Select the accounts receivable organization for which this transaction is to be recorded or leave blank to use the posting criteria set up in the Posting Criteria Maintenance (XPC) program.
GL account no	Required 10 alphanumeric	Enter the accounts receivable account number for this transaction, leave blank to use the posting criteria set up in Posting Criteria Maintenance (XPC), or click the Lookup icon and use the standard lookup options to select the account from a list.

Choose the appropriate options:

To	Do This
Change a field	Click Modify.
Exit the record without saving it	Click Cancel.
Change the Sequence number field	Click Change no.
Accept the data	Click OK. If you did not distribute the entire amount, the program prompts Sequence number. Enter another sequence or leave blank to exit.

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.
Copy the selected sequence	Click Copy. See Copy.
Display the selected sequence	Click Select.
Print the sequence listing	Click Print. See Print.
Exit the debit memo mode	Click Exit.

Choose the appropriate options when you click Exit:

To	Do This
Change a field	Click Modify.
Delete this record	Click Delete. See Delete.
Exit without updating the record	Click Cancel. The program prompts Exit without updating? Click Yes to exit without saving the record or click No to retain the record with the data you have entered.
Record this payment as a customer deposit	Click Cust deposit. See Enter a Customer Deposit.
Apply this payment on account for the customer	Click On-account. See Place a Payment On-Account.
Automatically apply the payment to the oldest (earliest) invoice(s)	Click Auto apply.
Enter an invoice and distributions manually	Click Applications. Enter an Invoice for a Cash Receipt
Select invoices for cash application or adjustments	Click Invoice selection. See Apply Payments to Invoices or Apply an Adjustment or Write-Off to an Invoice.
Distribute cash to a specific account	Click GL. See Distribute Cash to a Specific Account.
Enter a debit memo for a credit to be taken	Click DR memos.
Accept the data and exit the record	Click OK. The program prompts Customer number, Payment/Ref no, Payment method, and Misc cash receipt? Enter another customer or leave blank to exit. If the program displays the message Payment balance is [amount] ...Distribute the rest? See Distribute the Payment.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another payment	Click Add.
Delete the selected payment	Click Delete. See Delete.
Copy the selected payment	Click Copy. See Copy.
Display the selected payment	Click Select.
Display payments from a specific payment	Click Restart. The program prompts Customer number, Payment/Ref no, Payment method and Misc cash receipt?. Enter the first customer number you want to display or leave these fields blank to begin with the customer in the file.
Print the payment listing	Click Print. See Print.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Exit payments	Click Exit.

Click Register to print the Cash Receipts Register or choose the appropriate options after you click Exit:

To	Do This
Change a field	Click Modify.
Delete this batch	Click Delete. See Delete.
Exit without updating the record	Click Cancel. The program prompts Exit without updating? Click Yes to exit without saving the record or click No to retain the record with the data you have entered.
Print the Cash Receipts Register for this batch	Click Register.
Display the payments for this batch	Click Payments.
Exit this batch	Click OK.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another deposit	Click Add.
Delete the selected deposit	Click Delete. See Delete.
Copy the selected deposit	Click Copy. See Copy.
Display the selected deposit	Click Select.
Display deposits from a specific deposit	Click Restart. The program prompts Deposit number. Enter the first deposit you want to display or leave blank to begin with the first deposit in the file.
Print the deposit listing	Click Print. See Print.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Set your options for this program	Click Prog opts. See Set Cash Receipts Entry Options.
Exit the program	Click Exit.