Collapse AllExpand All

2.2.3.  New Misc. Debit Memo

A miscellaneous Debit Memo is like an Invoice—the main difference being that a miscellaneous Debit Memo is not necessarily linked to a Sales Order. To enter a miscellaneous Debit Memo, select the "Enter Misc. Debit Memo" option. The following screen will appear:

Enter Miscellaneous Debit Memo

When entering a miscellaneous Debit Memo, you are presented with the following options:

Customer #

Enter the Customer Number of the Customer you want to enter a miscellaneous Debit Memo for. The lookup feature located to the right of the field leads to a searchable Customers list. You may also access this list using the keyboard shortcut "CTRL + L". Once a Customer Number is entered, the Customer name and billing address will display. Select the "?" or "$" symbol to view Customer information for the specified Customer. If a Customer's credit is "In Good Standing," the button will feature a black question mark ("?") icon. If the icon turns to an orange dollar sign ("$"), the Customer's credit Status is "On Credit Warning." A red dollar sign ("$") indicates the Customer's credit Status is "On Credit Hold."

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 is configured at the system level.

Order #

Enter the Order Number you want to associate with the Debit Memo. You may leave this field blank if you do not want to enter an associated Order Number.

Journal #

Displays the Journal number if any amount has been applied.

Reason Code

Specify the reason for the Debit Memo. Reason codes are used to explain why an adjustment is being made to a Customer's account.

Terms

Displays Invoice Terms if any amount has been applied to an Invoice.

Sales Rep.

Displays the Sales Representative associated with the Invoice if any amount has been applied to an Invoice.

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

Enter the Tax, if any, associated with the Debit Memo. To enter Tax, simply select the blue Tax link next to this field. If Tax is entered, the amount will be charged to the General Ledger account for the relevant Tax Code.

Commission Due

Displays the amount of the commission due to the associated Sales Representative.

Commission Paid

Displays the amount of the commission paid to the associated Sales Representative.

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 Customer screen.

Note

If the Customer specified on the Credit Memo has an EDI Profile attached, you may encounter an EDI processing interface when printing it.

To assign an alternate prepaid Account, select the "Account" tab at the bottom of the screen. The following screen will appear:

Enter Miscellaneous Debit Memo Account
Use Alternate Prepaid Account

Select one of the following optional Prepaid Accounts:

From Sales Category

Specify a Sales Category whose Prepaid Account option you want to use instead of the default Prepaid Account.

Account Number

Specify an alternate Account Number to use for the transaction.

Note

If an alternate Prepaid Account is not specified, the system will use the default Prepaid Account specified for the Customer Type under Receivables Account Assignments.

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

View Miscellaneous Debit Memo Applications
Applications

Display lists the history of applications related to the miscellaneous Debit Memo, if any.