Credit Memos

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Credit Memos screen of the mobile app

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.

Entering a Credit Memo

In the web app

To enter a new credit memo in the web app, go to Sales → Sales Transactions, click Hfo-plus-button.png and select Credit Memo.

New Credit Memo page in the web app
Credit Memo creation in the mobile app

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. You can also return tracked inventory by selecting Serial or Lot numbers for each tracked item's line.

To leave without saving and to 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 Android 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.

There are a few ways to add products to the order:

  • Tap Find to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap Add and enter the correct item quantities via the keyboard.
  • Enter the exact item name in the text field and tap the Add button next to it, then enter the correct ordered quantity via the keyboard.
  • Scan product barcodes, possibly multiple times to set the correct quantities. See Barcoding.

You can tap Hfo-calc.png to add a discount or select the sales tax if you charge it.
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.

In the iOS app

IOS credit memo.jpg

To create a new Credit Memo, tap the Sales tab at the bottom of the screen, then select the Customers tab. Tap the necessary customer in the list. In the pop-up window, tap Credit Memos. Tap the Plus iOS HFO.jpeg button to create a new Credit Memo. To add items to the list, switch to the Items tab. There are several ways to add items:

  • Type in the unique name of the item in the Look for Name field and tap the Plus iOS HFO.jpeg button to add the item straight to the list.
  • Tap the Plus iOS HFO.jpeg button to open the Add Item screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the Look for field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap Add when you are finished to add items to the sales order.
  • Scan the item's barcode with the rear camera. To do so, tap HFO iOS scan button.png. Alternatively, scan the item's barcode with the connected Bluetooth scanner. If the item is already on the list, each correct scanning of its barcode will increment the Qty value.

NOTE: if your item is tracked, you can add Serial or Lot numbers. When you are finished, tap OK checkmark iOS.jpeg to apply your changes, or press the back button to leave without saving.

Info-sign.png Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the Credit Memo, tap it in the list → tap the tax name → select the necessary tax in the drop-down list → tap OK → Close.


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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 Hfo-plus-button.png and select Receive Payment, or open your existing Credit Memo and click Apply to Invoice.
HFO credit memo apply button.png
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.

NOTE: If the Credit Memo has been previously partially applied to other invoices, the Remaining Credit column will show the remaining available amount of this Credit Memo. HFO credit memo available.png

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.

Applying credits to an invoice in the mobile app


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 Hfo-dropdown.png 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.