Credit Memo - Applied to Vendor Invoices

To add a Credit Memo to a purchase order payment via the Vendor Invoices screen, please follow these instructions.

IMPORTANT - the payment for the PO must already be entered into a batch BEFORE you add the credit memo to the same batch.  The system will add the credit memo as a second payment line to the existing PO payment record.

From the Budget > Expenditures > Purchase Orders > Vendor Invoices screen - 

1. Click the Add Vendor Invoice button.  

• Select the purchase order to which the credit memo should be applied
• Enter the credit memo invoice number
• Enter a description if you wish
• Enter the amount of the credit memo IN POSITIVE NUMBER - do not enter a minus sign
• Check off the Credit Memo checkbox (this turns the amount into a negative when the payment is applied)
• Enter the date of the credit memo invoice
• Enter the received date if you wish
• Click the Create Invoice button

2. Change the Status to Can be Paid using the Status drop-down, and click Save.

3. Add the credit memo to the same batch the PO payment is already in.  Click the Add to Batch button.

• Click the Batch # button where the PO payment exists and then click Add

4. The system will show you that the credit memo was added to the batch you selected.  Click OK.

5. The system will jump to the batch payment record where the PO payment and the credit memo were applied so you can verify the entry.  That is the end of the process.