Deleting Posted Credit Memos

Purpose:   The purpose of this document is to educate staff on how to delete a Credit Memo once it’s posted. 

Definitions:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

       Posted– The item has been exported to Accounting.

       Credit Memo – An approved credit transaction which will be applied to the customer’s account once exported from SMARTSystem to accounting.

       Credit Request – A request to issue credit.  This must be approved by Flagging it for export.  When End of Day is run, it will be exported to accounting as a Credit Memo. 

Overview

To prevent Credit Memos from being deleted once they’ve posted, the option to delete them has been hidden. 

Credit Memos that have not been posted, will display the “Delete Credit Memo” button:

Credit Memos that have been posted will hide the “Delete Credit Memo” button, even after they’ve been unlocked.  

Posted Credit Memo.  Notice the missing “Delete Credit Memo” button:

The same Credit Memo, after it’s been Unlocked.  It is still missing the “Delete Credit Memo” button

Solution:

To be able to access the “Delete Credit Memo” button, you must first reflag the credit memo for export. 

Go to Management > Reflag Credit Memos for Export to Accounting:

When the Reflag Credit Memos screen comes up:

1.    Set the date range

2.    Locate and click the checkbox for the Credit Memo (s) you need to delete

3.    Click the “Save Changes” button

At this time, you may now go back to the Credit Memo screen and select the Credit Memo(s) that you need to delete.  The “Delete Credit Memo” button will be available now.