Non-supported ReleaseNon-supported Release
ECI no longer supports this version of e-automate, and this version of the online help is no longer being updated. ECI recommends upgrading to the current release. Contact your account manager for more information.

Applying Credit Memos and Payments

When you issue a customer a credit memo in e-automate, you can record the credit memo in your system and apply it to outstanding invoices during the creation process, or you can leave the credit memo open and apply it to an open invoice at a later time. If you have open credits, sometimes referred to as unapplied credits, you can apply them to open invoices in your e-automate system.

There are three ways that you can apply a credit memo. The first way is to simply apply the credit memo during the creation of the memo to an invoice. For more information on applying a credit memo during credit memo creation, see the Creating Miscellaneous Charge Credit Memos and Customer Returns Sales Credit Memos topics. A second way to apply a credit is to apply the credit when receiving a payment from a customer. For additional information on applying a memo during a payment see the Recording Customer Payments topic. A third way to apply a credit memo is to use the Apply Customer Memos window to apply credit memos at any time without a payment.

You use the Apply Customer Memos window to apply open credits as well as unapplied payments to customer’s invoices.

Applying a Memo to an InvoiceApplying a Memo to an Invoice

Use these instructions when you are applying a single credit memo to an invoice and the resulting balance is zero or there is a balance on the invoice or credit memo.

From the Accounting menu, select Accounts Receivable > Apply customer memos.

Note: You can access the Apply Customer Memos window using the Accounts Receivable Console and right-clicking on an open credit memo.

In the Customer field, use the lookup to select the customer with the credit.

Note: You can also skip to the Credit memo field and select the credit memo, e-automate populates the Customer field with the customer associated with the credit memo.

In the Description field, enter an optional description.

In the Credit memo field, use the lookup to select the credit memo you want to apply.

Complete the following fields as appropriate:
Number: Number automatically assigned to the credit memo application. You can assign a number as necessary.
Date: Date you are applying the credit memo.

In the Invoice field, use the lookup to select the invoice to which you want to apply the credit memo. E-automate calculates the amount to apply in the following ways:

If the credit memo and the invoice have equal offsetting open amounts, e-automate calculates the Amount field to be the open amount on the invoice.

If the open credit amount is larger than the open amount on the invoice, e-automate calculates the Amount field to leave an open balance or unapplied amount on the credit.

If the open credit amount is less than the open amount on the invoice, e-automate calculates the Amount field to leave an open balance on the invoice.

Click [QuickAdd] to add the invoice to the Invoices tab. E-automate identifies the balances in the following ways:

When the invoice and credit have equal offsetting amounts, the Summary region indicates an Unapplied amount of zero and on the Invoices tab, the Balance column indicates a balance of zero on the added invoice.

When credit is larger than the open invoice, the Summary region indicates an Unapplied amount, the amount remaining on the credit. The Invoices tab indicates a zero in the Balance column for the added invoice.

When credit is less than the open invoice, the Summary region indicates an Unapplied amount of zero. The Invoices tab indicates the remaining balance in the Balance column for the added invoice.

Click [OK] to apply the memo to the selected invoice.

Applying Credit Memo & Unapplied Payments to an InvoiceApplying Credit Memo & Unapplied Payments to an Invoice

From the Accounting menu, select Accounts Receivable > Apply customer memos.

Note: You can access the Apply Customer Memos window using the Accounts Receivable Console and right-clicking on an open credit memo.

In the Customer field, use the lookup to select the customer with the credit.

Note: You can also skip to the Credit memo field and select the credit memo, e-automate populates the Customer field with the customer associated with the credit memo.

In the Description field, enter an optional description.

In the Credit memo field, use the lookup to select the credit memo you want to apply.

Complete the following fields as appropriate:
Number: Number automatically assigned to the credit memo application. You can assign a number as necessary.
Date: Date you are applying the credit memo.

To add an unapplied payment, do the following:

Click [Add] to open the Edit Accounts Receivable Receipt Detail window.

Select Apply to unapplied payment and use the lookup to select the unapplied payment you want to use in conjunction with the selected credit memo.

In the Amount to apply field e-automate automatically enters the full amount of the unapplied payment. Verify or adjust the amount of the unapplied payment amount you want to use.

Note: You use negative values in this field.

Click [OK] to save your unapplied payment to the Invoices tab.

Important: Only in rare cases should the Accounts receivable account be changed.

Repeat steps a-d to add additional unapplied payments.

If you want to use additional credit memos, you must add them before you add the open invoice to which to apply the memos. To add additional credit memos to the Invoices tab, do the following:

In the Invoice field, use the Lookup to select a credit memo.

In the Amount field, e-automate enters the amount of the credit memo available for use. Verify or adjust the amount as necessary.

Click [QuickAdd] to add the memo.

Note: E-automate accumulates the unapplied payments and added credit memos in the Summary region in the Unapplied line. This is the amount available to apply to an open invoice.

Repeat steps a through c to add additional credit memos.

Add the invoice(s) to which you want to apply the credit memos and unapplied payments by doing the following:

In the Invoice field, use the lookup to select an invoice to which you want to apply the credit memo and unapplied payment(s). E-automate automatically calculates the amount available from the previous added unapplied payments and credit memos.

In the Amount field, e-automate automatically enters the amount to apply to the invoice as follows:

If the total of unapplied payments and credit memos is greater than the open amount on the invoice, e-automate enters the remaining balance on the invoice.

If the total of unapplied payments and credit memos is less than the amount on the invoice, e-automate populates the Amount field with the total amount of credit you have available.

Click [QuickAdd] to add the invoices to the Invoices tab. E-automate displays the balances as follows:

If the total of unapplied payments and credit memos is greater than the open amount on the invoice, the invoice has a balance of zero.

If the total of unapplied payments and credit memos is less than the amount on the invoice, e-automate leaves a balance on the invoice.

You can apply the amount you want to credit by summing the credit memos and the unapplied payments.

Note: The Summary displays the total amount of credit memos and unapplied payments.

Click [OK] to apply the credit memo and the unapplied payment(s) to the invoice. For more information on applying credit memos and payments, see Additional Info - Applying Unapplied Payments, Additional Info - Auto Applying a Credit Memo, and Additional Info - Advanced Add.