Credit/Debit Memo Processing

The purpose of using Credit / Debit Memos is to give you the ability to easily correct billing errors.  Since TCR billing is very date sensitive, you cannot create a ticket and generate an invoice if the billing period has already been completed. 

Voiding an invoice is a preferred method to clear up a billing issue since it opens up the tickets again for editing.  Once corrections are made, a new invoice for the job can be created.  However, you can use credit/debit memos to make corrections when voiding the invoice is not an option.

  • Use the Credit Memo to give your customer a credit that can be applied to the original invoice
  • Use the Debit Memo to charge your customer missing equipment/labor, or to rebill an invoice that you had issued a full credit on
  • Use the Sale Tax option to reverse out sales tax that was incorrectly charged on the invoice

 

 Credit/Debit Memo Header

  • You will be prompted for the Job you are applying the credit/debit to. This is a required field. 
  • You have the option to select a specific invoice to credit and it will be referenced on the credit memo. And if selected, there will be a link to the original invoice so that you can view it on the screen.
  • You must enter in a Credit/Debit Date. Keep in mind this is like the invoice date and will be exported with the invoices and affects which accounting period it will appear in.
  • The type field will fill in automatically based on your initial selection from the menu. 
  • Use the credit note to give some additional information to your customer about the reason for the credit/debit. This will print on the body of the credit/debit memo. 
  • Invoice format will default to credit memo or credit memo (double window) depending on your company default. 
  • Credit Full Invoice – if you cannot void the invoice but want to credit the entire invoice, select the full credit option and it will automatically populate all the items from the original invoice. 

 Credit_debit_1.JPG

 

Credit/Debit Memo Items (details)

  • You cannot enter in a total credit/debit amount, you must enter in the details that apply. 
  • If you do not use the Credit Full Invoice, or are creating a debit memo, you need to use the Add Item link to add the details of the credit/debit. You can use specific item codes on the credit to match the original invoice or generic credit items.  If you use the actual item codes to credit, this will help balance the Equipment Billing Summary report with items that have been reversed. 
  • Credits for Sales Tax are special and cannot be combined with other credits.
    • If you are crediting Sales Tax, only one item will appear for you to use - CRTAX.
    • You must have a TAX revenue code associated with each of your Chart of Accounts for Sales Tax Payable as well as the CRTAX in your line items with the TAX revenue code so it will export correctly.
    • The amount credited will appear only in the Sales Tax column of all Invoice reports.
    • When exported, there is only the sales tax amount and no other charges.
    • NOTE: this is something that must be tested for import issues prior to use 
  • For credits, the system will change the quantity to a negative, or you can enter a negative quantity. 
  • Enter a positive number of days (or 1 for days as this is required to calculate the total). The total units will automatically populate. 
  • If the item was on the original invoice, it will populate the price and taxable status for you, otherwise you need to enter it in manually.

 Credit_debit_2.JPG

 

  • You can enter as many items as you need. If you make a mistake on one item, you need to use the Delete link and re-enter the item. 
  • The grayed out totals on the right of the screen will update as you enter items and cannot be manually changed. 
  • Be sure to Proof the credit/debit prior to creating the Invoice (both done on the same form). Once you invoice it you can no longer edit it and the window will close. 
  • The credits will show the word Credit Memo whereas the Debits will show Invoice in the upper right corner. 
  • If you need to start over simply press Cancel button and the window will close with nothing being saved. 
  • These credits and debits appear in your Invoice List along with all the other invoices and will be exported like a normal invoice. 
  • You can also reprint the credit/debit like a normal invoice as well as void it.

     

Credit/Debit Memos – Affects on Equipment Counts

  • Credits and debits only affect billing, and do not adjust the equipment counts that are on rent. 
  • If you are crediting or debiting items that were not on a Daily Traffic Control or Sale ticket, and the job is not closed, you will need to enter a ticket to adjust your total equipment on site. 
  • Normally, if you are crediting equipment, it means that a return ticket was not entered prior to the billing. If you are debiting, it means a delivery ticket was not entered prior to the billing. 
  • You will want to enter a new ticket to the job using the actual delivery or pickup date that it should have been delivered or returned. But the key is what you enter for the Rental Start or End Date
    • Delivery ticket - use the date that starts your next billing period
    • Return ticket - use the date that the job was last billed through
  • When you enter in the return date, there will be a message indicating the ticket is prior to the last invoice date and will not bill.  This is OK as you are just adjusting inventory levels on the job and do not want the ticket to appear on the next invoice. 
  • It is always good to make a note in special instructions to remind you of the purpose of the ticket (i.e. Internal adjustment). 
  • When you final edit the ticket you will get the message again and be prompted if you want to mark the ticket as invoiced. You will want to respond Yes.  This will give the ticket an invoice# of 9999 which will always indicate that the ticket was ‘backdated’.  
  • If there are return tickets after the date of this new ticket, you will want to open them up and use the Recalculate button on the front screen. This will add/substrate those items that were on your backdated ticket and show the proper quantity on hand.

 

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