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1.3.3. Enter Miscellaneous Debit Memo

A miscellaneous debit memo is like a voucher—the main difference being that a miscellaneous debit memo is not necessarily linked to a purchase order. To enter a miscellaneous debit memo, go to Accounting > Accounts Payable > Memos > New Misc. Debit Memo. The following screen will appear:

Enter Miscellaneous Debit Memo Notes

When entering a miscellaneous debit memo, you are presented with the following options:

Vendor #

Enter the vendor number of the vendor you want to enter a miscellaneous debit memo for.

Document Date

Specify a date to associate with the miscellaneous debit memo.

Due Date

Displays the due date for the miscellaneous debit memo.

Document Type

Displays the document type, namely Debit Memo.

Document #

Displays the next available miscellaneous debit memo number.

The value for the next available debit memo number can be configured at the system level.

P/O #

Enter a purchase order number to associate with the credit memo. You may leave this field blank if you do not want to enter an associated purchase order number.

Journal #

Displays the journal number if any amount has been applied.

Use Prepaid Account

If you select this option, the default prepaid account defined for the vendor type under the payables assignments will be used.

Distribution Account

Specify an alternate account to use in place of the default prepaid account.

Terms

By default, the terms defined on the Vendor master for the specified vendor will be used here.

Status

Choose from the following status options:

Open

Select to allow normal processing for the open payable. If open items are placed on hold, they may not be selected for payment. You can put open items on hold using the right-click menus on several screens, including the Payables workbench. Once an open item is closed, it cannot be reopened.

On Hold

Select to place the open payable on hold. If open items are on hold, they may not be selected for payment. You can take open items off hold using the right-click menus on several screens, including the Payables workbench. Once an open item is closed, it cannot be reopened.

Amount

Specify the amount of the miscellaneous debit memo.

Paid

Displays the amount applied to date for the miscellaneous debit memo.

Balance

Displays the remaining amount still available to apply for the miscellaneous debit memo.

Tax Zone

Displays the tax zone associated with the specified vendor.

Tax

Tax will be calculated automatically if the associated tax code is configured to calculate tax on memos. You can link a tax code to memos with a tax assignment that matches the tax code, the tax zone, and the system-defined Adjustment tax type. To manually enter tax, select the blue Tax link which serves as the label for this field. If tax is entered manually, the amount will be charged to the general ledger account for the relevant tax code.

Notes

This is a scrolling text field with word-wrapping for entering notes related to the miscellaneous debit memo.

Print on post

Select if you want to print a copy of the debit memo after the POST button is selected. Debit memos may also be reprinted from, among other places, the Vendor screen.

Note

If the vendor specified on the debit memo has an EDI profile attached, you may encounter an EDI processing interface when printing it.

To view applications, select the Applications tab at the bottom of the screen. The following screen will appear:

Enter Miscellaneous Debit Memo Applications
Applications

Display lists the history of applications related to the miscellaneous debit memo, if any.