Credit Memos
Credit memos are used to document product returns from customers. When a credit memo transaction is created, the items listed on it are added back to your inventory, and their price is added to the customer’s available credit.
Contents
Entering a Credit Memo
In the web app
To enter a new credit memo in the web app, go to Sales → Sales Transactions, click and select Credit Memo.
You can add products to the credit memo by selecting them from the drop-down list in the Item column. You can also set the cursor into the Scan Barcode field and use a barcode scanner to add products (see Barcoding).
If you have multiple inventory sites, you can choose to return inventory to a different site. Use the Inventory Site field for this.
To leave without saving and discard your work, click Cancel.
To save your credit memo, click Save.
To save the credit memo and print it right away, click Save and Print.
In the mobile app
To enter a Credit Memo in the mobile app, first, find and highlight a customer in the Customer Center. Long-tap the customer, then tap Credit Memos. You will see a list of existing credit memos for this customer. Tap New to start entering a new credit memo.
Here you can add items to the credit memo the same way as on any other transaction – either by scanning them or selecting from the item list.
When you are finished adding items, tap Save, at which point you will be offered to print a credit memo document. You can also print it by highlighting the credit memo on the list, tapping and selecting Print from the menu.
On the Credit Memos screen you can also modify existing unapplied credit memos. To do that, highlight an existing credit memo on the list and tap Edit.
Applying Credits to an Invoice
Credits available to customers as a result of credit memos can then be applied to invoices to partially or fully cover their due amounts.
In the web app
In the Web app, credits can be used when entering a Payment. There are two ways to access this screen: either go to Sales → Sales Transactions, click and select Receive Payment, or open your existing Credit Memo and click Apply to Invoice.
Credits available for the selected customer will be shown in the Available Credits box. Click on it to get the list of all transactions that contribute to the customer's credit.
- First, select the Credit Memos you want to use in the Available Credits box.
- Next, select the invoices you want to apply the Credit Memos to.
- You can either enter the credit Amount to use and Applied amount manually in their respective fields or click Auto Apply. To undo, simply click Un-Apply.
- Click Save when you are done.
See also: Receiving a Payment.
In the mobile app
This operation is done on the Payment screen. First, find and highlight a customer in the Customer Center. Tap Payment, which will bring up the list of invoices with open balances. Long-tap one of the invoices and select Apply Credits from the menu.
You will see a list of existing credit memos for the customer and the credit amount associated with each of them. In the “Amt. to Use” column you can specify the amount to apply to the invoice. When you are finished, tap OK. Enter other payment details if necessary (see Payments), and, finally, tap Save to save the payment.
Printing out a Credit Memo
In the web app
To print a credit memo from the web app, go to Sales → Sales Transactions and find the desired credit memo on the list (possibly using search and filtering), then click and select Print. Alternatively, you can click on the credit memo itself to view it, and then click the Print button.
In the mobile app
In the mobile app, existing credit memos can be printed from the Credit Memos screen (see above). Highlight a credit memo on the list, then tap and select Print from the menu. This will generate a print preview, which can be sent to your printer, emailed, faxed or saved as a picture.
Credit Memo Numbers
If you'd like to change how reference numbers look for credit memos, see Transaction Numbering.