How to Setup and Use Charges Only Credit Memo

These guidelines should be followed for creating the new inventory item to use for miscellaneous charge credit memos if a suitable one does not already exist:

a.      Create a new Inventory Item to use as your charges only credit item. (if you don't have one that already can be used) The Category and Sub-Category can be as the user defined for this inventory item, see example below:

b.      Make all costs and sales prices for this item "0.00" with buying/selling units as "each.”

c.     Be sure to assign the correct G/L accounts to this inventory item

• Go to Control Info > System Control > G/L tab
• At the bottom of the page, you will see the option to select the charges Only credit Product
• Start typing the description of the item you created in the first step and click on the drop-down to see you selection. Then click SAVE

Open an invoice and click on Create Charges Credit memo

e.      Clicking the “Create Charges Credit Memo” button will display the “Charges Only Credit Memo” screen shown below. This will default the value for all charges to 0 to allow the user to enter values themselves. This will also prevent accidentally crediting any unwanted charges.  If the user does not enter a non-zero value in any of the fields, then no credit memo will be created.

f.      Credit memos require at least 1 detail record to work properly.  Since the “charges” being credited are not detail items and are handled differently in the end of day process, the default product selected in system control will be added to the credit with a quantity of 1, Unit Quantity (pack) of 1 and a credit amount value of 0. 

• a.      The charges entered in the panel in “Step e” will be stored in their respective fields in the credit memo.