Credit Debit Memo Query

Owned by Stephen Juliano (Unlicensed)
Last updated: Jun 23, 2022 by Colleen Juliano
4 min read

Table of Contents

Overview

The AR menu will allow you to create credit and debit memos, and they can be viewed from the Credit/Debit Memo Query field.

Detail

To view a Debit or Credit Memo

  1. Go to AR > AR Inquiry > Credit/Debit Memo Query.

  2. Enter the number of the document to be viewed.

  3. Press enter.

Finding a document when you don’t know the number

  1. Use the Credit/Debit Memo Query screen to find CRM/DBM by criteria other than the document number. Any of the white entry fields on the screen can be used to search for Credits/Debits.

  2. Go to AR > AR Inquiry > Credit/Debit Memo Query

  3. Enter the search criteria in the appropriate fields

  4. Click on the Enter/Execute Query on the toolbar or press F8.

  5. Any documents matching your criteria will be displayed one at a time. Use the blue scroll arrows or the arrows on your keyboard to navigate to scroll through the Credits/Debits until the right invoice is located.

Searchable fields on this screen include:

  • Document (Main tab)

  • Type (Main tab)

  • Date (Main tab)

  • Customer (Main tab)

  • Customer PO (Main tab)

  • Apply To (even though it is a dark gray field, we do allow you to enter a document number - Main tab)

  • RMA Number (Main tab)

  • RMA Order Number (Main tab)

  • Tax Authority (Main tab)

  • Net Amount (Main tab)

  • Ship Amount/Cost (Main tab)

  • Install Amount/Cost (Main tab)

  • Bill To (Misc tab)

  • Ship To (Misc tab)

  • Terms (Misc tab)

  • Comments (Misc tab)

  • CDM Reason (Misc tab)

  • Branch (if turned on, Misc tab)

  • Project # (Misc tab)

  • Taker ID (Misc tab)

  • Salesperson (Misc tab)

Memo Query - Miscellaneous Tab

The miscellaneous tab on the memo query screen will show information that is pertinent to the memos creation. 

  • Bill to – The contact number of the Bill To address

  • Ship to – The contact number of the Ship To address

  • Discount Date – Discount date of the terms

  • Due Date – Due date as defined by the terms

  • Terms -  Terms of the memo or document the memo adjusted

  • Comments – Any comments that were entered on the Memo

  • User ID – The user ID that created the memo

  • CDM Reason - The reason an RMA was created and required this Credit

  • Project # - The Project # this Credit/Debit is applied to

  • Taker ID - The taker ID taken either from the previous document you are applying the Credit/Debit to, or from the User's setup

  • Salesperson - The salesperson affected by the Memo

  • Project Advanced billing credit – If this check box is checked the memo will be affecting an advanced billing on a project. This is required if you are attempting to bring down the balance of an existing advance bill

  • Project AIA Billing Credit - If this check box is checked the memo will be affecting an AIA Bill on a Project. This is required if you are attempting to bring down the balance of an existing AIA Bill

 Memo Query - Notes

The Notes tab on the Credit/Debit Memo Query screen is where you can place notes that will travel with this memo. This is the only function that can be changed from within a blue query screen. You will be able to see when they were created and from which department they originated. You can check the public box so that all may see them. However, if the notes are only for you, they will only show up when it is your user ID or the Enterprise user that is accessing the record. Certain reports will report the notes that are public.

Details – Qty and Prices

The details section of the Memo Query will list the actual line items that are on the memo that you are researching. The line item and quantity are listed as a static field through the multiple tabs. The quantity and prices tab will list the GL accounts and description of the accounts that the Memo effects, whether the line was taxable, and the unit and extended price of the line item.

Details – Comments

Through this screen you could view any comments that were entered on the line item and see if they were checked to print on the memo.

Memo Details – Costs

If there were any costs associated with the memo that was created they will show on the costs tab. The costs will adjust based on your inventory cost setup - if you are using a LIFO inventory it will be the LIFO cost.

Memo Details - Commissions

If commissions were affected by the memo you would be able to see how by viewing the commissions tab on the memo query.  The method of calculation is a default setup in AR setup.