Create a Credit that Does Not Affect Inventory

Use the One-Step Invoice Entry (RE) program to create a credit memo for returned items, to change the price, and to correct shipping charges. These credit memos affect inventory. You can also create a credit memo that does not affect inventory. See Background for other tasks that you can perform with this program and Road Map for work flow.

Typically this type of credit memo is a goodwill credit that you issue in response to a customer complaint or as a reward for referring new customers to your company. However, you can use the credit memo type to correct an overcharge or undercharge.

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.

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

Select Standalone credit and click Select.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Apply to existing AR document	Required 12 alphanumeric	Leave blank
Trn	Required 3 numeric	Accept the displayed transaction number.
Type	Required 2 alphanumeric	Leave blank

The program prompts Do you want to create a standalone credit memo (not affecting physical inventory)?

Click Yes to confirm, click No to change the one-step transaction type, or click Cancel to start over. When you click Yes, the program displays a credit memo header.
Enter data in the displayed fields. See Enter the Sales Order Header for field descriptions. Often the only field that you need to enter is:

Field Name

Type / Max Length

Action / Description

Cust PO number

Conditional
25 alphanumeric

If the PO required? field is set to Y, D, or W for this customer in the Customer Maintenance (CM) program, enter a number. For example, enter solo00n, if the number must be unique for this customer.

If the PO required? field is set to N in the Customer Maintenance (CM) program, leave this field blank.

Press F10 when you complete data entry.
Clear data from these fields:

Field Name	Type / Max Length	Action / Description
Tax	Optional	Clear
Gross disc %	Optional	Clear
Accrued disc %	Optional	Clear
Misc disc %	Optional	Clear

Press F10 when you complete data entry.
Click OK. The program displays the message Order number [number] has been created.
Click OK to acknowledge the number.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Line number	Required 3 numeric	Accept the displayed line number.
Item number	Required 30 alphanumeric	Enter the number of a special item you have created for non-inventory credits or enter a non-stock item. If you enter a number the system does not recognize, the program prompts Item [item] does not exist. Is it a non-stock item? Click Yes to continue entering this item or click No to enter a different item number.
Qty open Qty ordered	Required 11 numeric	Enter a negative number. The credit amount will be: Qty x Selling price. For example, if the selling price is 10.00, enter -3 to credit this customer for 30.00.
Selling price	Conditional 14 numeric in the format 999999999.99999	Enter an amount you want to credit the customer, if you have not set up a price for this credit item.

Press F10 when you complete the line.
(Conditional) Enter data in these fields, if you entered a non-stock item:

Field Name	Type / Max Length	Action / Description
Description	Required 30 alphanumeric	Enter a description for this non-stock item.
Non-stock cost	Optional 14 numeric in the format 9999999.99999	Accept .00000 or enter a unit cost of the non-stock item.
Qty for next shipment	Required 4 numeric	Accept the displayed quantity or enter a different negative quantity

Click OK if you are using long-entry form. The program prompts for the next line. Leave fields to exit.
Click Exit.
(Optional) Click Attach to attach this credit to an invoice. See Background.
(Conditional) Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Apply to existing AR document

Required
12 alphanumeric

Enter the invoice number or click the Lookup icon to select the invoice from a list.

When you click the Lookup icon, you can:

Click	To
Select	Attach this credit 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 credit to an invoice.

Trn

Required
3 numeric

Accept the displayed transaction number.

Type

Required
2 alphanumeric

Accept the displayed transaction type.

The program prompts Do you want to attach this memo to invoice [number]?

(Conditional) Click Yes to confirm or click No to change the invoice number.
Click OK. The program prompts for Shipment totals.
(Optional) Click Shipping info and enter a negative amount for Misc chrgs, if appropriate.
Click Confirm to confirm the shipment, or choose the appropriate options and then click Confirm:

To	Do This
Enter freight charges, miscellaneous charges, and a tracking number	Click Shipping info. See Enter Shipping Charges.
Does not apply	Click Frt/Msc taxes.
Confirm this transaction	Click Confirm.
Does not apply	Click Payment.
Does not apply	Click Frt detail.
Enter notes	Click Notes. See Enter Notes.
Return to the order header or lines	Click Exit.

Choose the appropriate options when you click Exit:

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.