Credit and Debit Memos

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Credit memos allow you to apply credit toward a customer’s house account. You may need to apply the credit if a customer returns an item purchased on a house account. Debit memos allow you to apply a debit toward a customer’s house account. You may need to apply the debit to add a miscellaneous charge onto the customer’s house account.

Creating Credit Memos

You may need to apply a credit to a customer’s account if the customer returns an item purchased on the house account. Credit memos enable you to do so.

To create a credit memo:

1. On the Management menu, click Credit/Debit Memo. The Credit/Debit Memo window opens.
2. Select the Credit Memo option.
3. In the Customer field, enter the customer’s name and press TAB so that the system can locate the customer’s information, or click … to perform a Customer Search. You can also scan a customer’s account ID from a statement using a bar code scanner (if you do so, the search will automatically be performed for that customer). To add a new customer, click Add.
4. Leave the Ordered By field blank.
5. By default, your store name appears in the Store Name field. If you have multiple stores, click the down arrow and select the name of the store for which you are creating this memo.
6. In the Ticket Date field, click the down arrow to reveal a calendar. Click on the date of the credit memo.
7. Information entered into the Reference field will print onto the customer’s statements. For example, you may choose to type the ticket number to which this credit memo corresponds or the order recipient’s name.
8. In the Product Code column, type the product code(s) for which this customer is receiving credit and press TAB, or click … to perform a Product Search.
9. Enter how many of each product is being credited in the Qty column and press TAB. Each product’s description, amount, and extension (final cost of the product) will fill in automatically. If this customer receives a discount, you must type the discount in the Discount field. The correct tax amount will fill in automatically.
10. Click the Batch Mode check box so a check mark appears if you wish this window to remain open so you may create several credit memos.
11. Click Save.

Creating Debit Memos

You may need to add another charge on to a customer’s house account. Debit memos enable you to do so.

To create a debit memo:

1. On the Management menu, click Credit/Debit Memo. The Credit/Debit Memo window opens
2. Select the Debit Memo option.
3. In the Customer field, enter the customer’s name and press Tab so that the system can locate the customer’s information, or click … to perform a Customer Search. You can also scan a customer’s account ID from a statement using a bar code scanner (if you do so, the search will automatically be performed for that customer). To add a new customer, click Add.
4. Leave the Ordered By field blank.
5. By default, your store name appears in the Store Name field. If you have multiple stores, click the down arrow and select the name of the store for which you are creating this memo.
6. In the Ticket Date field, click the down arrow to reveal a calendar. Click on the date of the debit memo.
7. Information entered into the Reference field will print onto the customer’s statements. For example, you may choose to type the ticket number to which this debit memo corresponds or the order recipient’s name.
8. In the Product Code column, type the product code(s) for which this customer is being debited and press TAB, or click … to perform a Product Search.
9. Enter how many of each product is being debited in the Qty column and press TAB. Each product’s description, amount, and extension (final cost of the product) will fill in automatically. If the customer receives a discount, you must enter the discount in the Discount field. The correct tax amount will fill in automatically.
10. Click the Batch Mode check box so a check mark appears if you wish this window to remain open so you may create several debit memos.
11. Click Save.