Create a Debit Memo

Use the One-Step Invoice Entry (RE) program to create a debit memo or to correct an existing credit memo. See Background for other tasks that you can perform with this program and Road Map for work flow.

Note
This procedure creates a new sales order number and a debit memo attached to a credit memo. After you enter this transaction, you need to run the AR Invoice Register (RR) program to process a new invoice with the same number as the original invoice and the Invoice Print Queue (RPPM) program to print it.

Click New, enter NEW, or enter # if you want the program to assign the next available sales order number. Use the Numbering System Setup (XOC) program to set up a sales order numbering scheme.

Enter a unique identifier for the sales order you want to create. You can do this only if the Allow override? option is selected for Sales Order in Numbering System Setup.

Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Customer number	Required 10 alphanumeric	Enter the customer's number or click the Lookup icon and use the standard lookup options to select the customer from a list.
Ship-to	Optional 10 alphanumeric	Leave blank unless you are shipping additional items to the customer's ship-to address.

The program prompts you to select a one-step transaction type.

Select Debit Memo for the one-step order type and click Select.
Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Apply to existing AR document

Required
12 alphanumeric

Enter an existing credit memo to which you want to apply this debit or click the Lookup icon to select the credit memo from a list.

When you click the Lookup icon, you can:

Click	To
Select	Attach this debit memo to the selected invoice
Invoice	Display the selected invoice. See Display AR Invoices. Click OK to return to the list of invoices.
Options	Switch the display between open invoices (not paid) and all invoices.
Cancel	Exit without attaching this debit memo to an invoice.

Trn

Required
3 numeric

Accept the displayed transaction number or enter a different number.

Type

Required
2 alphanumeric

Accept the displayed transaction type or enter a different type.

The program prompts Do you want to create a debit memo?

Click Yes to confirm, click No to change the one-step transaction type, or click Cancel to end this action. The program displays the order header when you click Yes.
Enter or change data in the displayed fields. Select a code for the Memo reason field that explains why you are issuing a debit memo. See Enter the Sales Order Header for field descriptions. Press F10 when you complete data entry.
Click Lines or OK. The program displays the message Order number [number] has been created.
Click OK. The program displays the first line number.
Enter data in these fields for the first line:

Note
If you selected 0 for the Line entry method & fields Program option, see Enter a Sales Order Line.

Field Name	Type / Max Length	Action / Description
Line number	Required 3 numeric	Accept the displayed line number or enter a different number.
Item number	Required 30 alphanumeric	Enter the item number.
Qty open Qty ordered	Required 11 numeric	Enter a quantity. The debit amount is Qty ordered x Selling price. For example, if you are debiting the customer 30.00, you could enter 1 in Qty open and 30.00 for Selling price.
Selling price	Conditional 14 numeric in the format 999999999.99999	Enter the debit amount. The debit amount is Qty ordered x Selling price. For example, if you are debiting the customer 30.00 and the Qty ordered is 1, enter 30.00.

See Enter a Sales Order Line for descriptions of other fields.

Choose the appropriate options:

To	Do This
Add another line	Click Add.
Delete the selected line	Click Delete. See Delete.
Display the selected line	Click Select.
Display lines from a specific line	Click Restart. The program prompts Line number. Enter the first line you want to display or leave blank to begin with the first line in the file.
Print the line 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.
Display all previous orders for all items	Click View BCI. See Display Sales by Customer by Item. Click Exit to return to this program. This button displays only if you selected the Update sales history by cust by item? option in the System Options Maintenance (XM) program (Order Processing Options).
Display shipment details of the order	Click Shipments. See Display the Status of a Shipment. Click Exit to return to this program.
Switch the display to include or exclude shipments	Click Hide ship.
Replace a component of an item under warranty	Click Warranty. See Replace a Component Under Warranty. This button displays if you selected the Allow selection in order entry? option in the System Options Maintenance (XM) program (Warranty Tracking Options).
Use Qic-Entry mode when you click Add to enter the next line	Click Short form. This button displays if you selected 0 for the Line entry method & fields Program option or you clicked Long form.
Use full-screen mode when you click Add to enter the next line	Click Long form. This button displays if you selected 1, 2, 3, 4, or 5 for the Line entry method & fields Program option or you clicked Short form.
Change dates	Click Adj dates. See Adjust Order Line Dates. This program does not allow future dates.
Accept the data and exit lines	Click Exit.

Choose the appropriate options when you click Exit:

Do This

Change a displayed field

Click Modify.

Exit without completing this memo

Click Cancel.

If you cancel, the program displays Shipment Totals. See the next step.

Display additional fields

Click Other info.

Enter notes for this debit memo

Click Notes. See Enter Notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

The program displays this button only if you have set up user fields for it in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Change the ship-to or billing address for this order

Click Address and then:

Click	To
Ship-to	Change the ship-to address
Bill-to	Change the billing address
Freight	Enter a third-party billing address for freight
Copy ship-to	Copy the ship-to address to the bill-to; click Yes to confirm
Copy bill-to	Copy the bill-to address to the ship-to; click Yes to confirm
Back	Exit without changing

See Enter or Change an Address.

Note
You can change these addresses only if the Allow address changes in order entry? option is selected in the System Options Maintenance (XM) program (Order Processing Options) program.

Add another line or display lines

Click Lines.

Enter a payment or apply a deposit to this order

Click Payment and then:

Click	See
Credit card	Enter a Credit Card Payment
Deposit	Apply a Customer Deposit.
Back	Exit without entering a payment

This button is not available for a credit memo or if the debit invoice has been reversed.

Close this order (set all open quantities to zero)

Click Close order. See Close a Sales Order, Quotation, or RMA.

Select the one-step option you use most frequently

Click Prog opts. See Set Order Entry Options.

Accept the data

Click OK.

Click Confirm to confirm the shipment, or choose the appropriate options and then click Confirm:

To	Do This
Change freight charges, miscellaneous charges, or the tracking number	Click Shipping info.
Change whether taxes apply to freight and miscellaneous charges for this shipment	Click Frt/Msc taxes. Enter Y if taxes apply, N if they do not, I if they are already included in the price, or E if the shipment is exempt from taxes.
Confirm the shipment	Click Confirm.
Process an over-the-counter sale	Click Payment.
Enter freight and tracking numbers for multiple boxes so that you can print shipping labels for each box	Click Frt detail. See Enter Box Information.
Enter notes for these shipment totals	Click Notes. See Enter Notes.
Return to the order header or lines	Click Exit.

Choose the appropriate options when you click Confirm:

To	Do This
Display the selected record	Click OK.
Display the previous record in the file	Click Prev.
Display the next record in the file	Click Next.
Enter a new order	Click New.
Exit the program	Click Exit.