Add/Edit Memos
This screen enables you to enter debit or credit memos with the option of applying them against posted customer invoices. This screen is accessible from the Debit / Credit Memos sub-menu. A sample adjustment is shown below, reflecting two internal adjustments not affecting the client balance (screen shown condensed).
ENTER THE ENTITY >
Enter the entity ID.
Memo entries are assigned a "batch ID". You may enter any number of debit/credit memos against a single batch ID. To create a new batch ID, enter a period (.) and RETURN. To add entries against an existing (unposted) batch, enter ??? and RETURN. Then select from the list displayed.
Each debit or credit memo is assigned a number for tracking purposes. To create a new memo, enter a period (.) and RETURN. To edit/view and existing (unposted) memo, enter ??? and RETURN. Then select from the list displayed.
Enter an appropriate transaction (A/R) code for the entire debit/credit memo. If unknown, enter ??? and RETURN to select from a cross-reference list displayed.
Enter the customer ID. If unknown, enter ??? and RETURN and enter characters from the last name or company name on which to search, then select from the cross-reference list displayed.
Enter the date of the memo. This date will be used with any general ledger distributions.
Enter the total amount to show as a debit or credit against the customer account. NOTE: This amount may be zero (0), while the actual adjustments will be in dollar amounts (the TOTAL field will update as adjustments are entered). This enables you to make internal debit/credit adjustments without causing adjustment information to print on customer statements.
Enter the customer location code if applicable.
Enter any remarks for future reference.
This total will automatically recalculate as the debit/credit adustments are applied. A "DR" or "CR" will follow the amount (determined by the Transaction Code selected, and offset by the adjustment codes/amounts).
A LIST OF INVOICES WITH BALANCES IS AUTOMATICALLY DISPLAYED AT THE BOTTOM OF YOUR SCREEN WITH THE OPTION LINE SHOWN BELOW. JUST PRESS <RETURN> TO EXIT THIS OPTION LINE.
#/F/web/LO/LA
# = Enter the line number corresponding with the invoice you wish to debit/credit.
F = Enter F to scroll Forward
B = Enter B to scroll Backward
.# = Enter the invoice number you wish to debit/credit, preceded with a period (.) Example: .12345
LO = Enter LO and RETURN to display OPEN invoices (with balances).
LA = Enter LA and RETURN to display ALL invoices.
The invoices selected will display in this multi-valued field. You may apply the total debit/credit amount to any number of invoices, or NO invoices (just press RETURN at the invoice prompt). Any remaining debit/credit balance (TOTAL) may be applied later through Add/Edit Memo Applications.
Enter the transaction code that applies to the debit/credit against this line entry. The G/L coinciding with this code in the interface file will be used. If unknown, enter ??? and RETURN to select from the list displayed.
Enter a valid tax code. If unknown, enter ??? and RETURN to select from the list displayed. This is a multi-value field, allowing unlimited lines of entry. Just press RETURN to exit.
Enter the taxable amount of the invoice.
The tax amount is automatically calculated based on the tax code and taxable amount entered.
Enter the amount to debit/credit against this invoice. As you apply adjustment amounts, the total will recalculate. These adjustments are not reflected against the client until the post routine is executed.
Enter the amount of retention. Applies only if interfacing with SYSPAC Job Cost.
Enter P to adjust the amount PAID against the job or I to adjust the amount INVOICED against the job. Applies only if interfacing with SYSPAC Job Cost.
If set-up to interface with General Ledger, the credit to the bank and the debit to the deposits account will automatically build at post time. If a distributions window is displayed, enter the appropriate distributions beginning with the G/L account number.
NEXT STEP: Memo Edit Listing