Adding a Debit Memo

1. At the Customer field, enter the six-character customer ID code for the debit memo.

If you are uncertain of the customer code see Navigating Net Yield - Selecting a Customer ID Code.

2. After selecting the appropriate customer, the customer's balance displays in the Account Balance field. A Select An Option window appears with the following options:

• EXIT – Select EXIT to exit and return to the Customer field.
• ADD – Select ADD to add a debit memo.
• A list of debit memos previously entered in the system.

Scroll to the ADD option and press Enter to confirm your selection.

3. At the Date Received field, enter in the appropriate date or press Enter to accept the current system default date.

4. At the Reference Number field, enter in the appropriate reference number (a reference to an invoice number, for instance). If you press Enter at this field, the system will return to the Customer field.

5. At the Debit Amount field, enter the dollar amount for the debit memo.

6. (Optional) At the Description field, enter a description to be associated with the debit memo, if applicable.

7. At the Account Number field, enter in the appropriate account number to be debited. If you press the F3 key, a Select An Account window appears and displays your accounts. From this window, you can select the appropriate account number. Also enter the cost center. Press F3 to select from a list of cost centers.

8. If the commission processing is set to Yes in Ledger Options, the sales rep and broker ID and name field will be a part of the debit memo screen.

• At the Sales Rep field, enter in the appropriate sales rep ID code or press Enter to accept the customer default (defaults from customer sales rep). If you press F3, a Select A Sales Rep window appears and displays all sales reps defined in the system. You can make your selection from this window. A sales rep is not required.
• At the Broker Name field, enter in the appropriate broker ID code or press Enter to accept the customer default (defaults from customer broker). If you press F3, a Select A Broker window appears and displays all brokers defined in the system. You can make your selection from this window. A broker is not required.

9. If the account is an accrual recovery account, enter the adjustment ID in the Adjustment ID field. Press F3 to display a list of adjustment IDs.

10. Command options will appear:

• Add – Select Add to add the debit memo.
• Exit – Select Exit to exit and return to the Customer field.

Select Add. Your debit memo has now been added to the system.

11. You will be asked whether you would like to print the debit memo; select no or yes.

• Select yes and command options will appear allowing you to print or choose from a set of other print options.
• Select no to return to the Customer field, where you may add another debit memo. Press Enter to exit.

For more information about the Debit Memo option see Debit Memos.

Security Required : Receivables - Receivable Adjustments