DBD: AR - Credit Memo Feature Overview

DBD: Accounts Receivable - Credit Memo Feature Overview

🔵 Overview The Credit Memo Feature in DB/d creates records during Accounts Receivable Entry if the invoice type is 'C'. It is activated by the following Accounts Receivable System Parameter — Screen V:

Enable credit memo feature? Y

💡 Please Note: There is no direct reporting of this information available in DB/d. You can use BERT or ODBC to design reports that meet your needs using the following files.

There are three files related to this feature:

AT1 - Credit Memo Information
ASY - Credit Memo Reasons
ASZ - Employee Codes

You can setup the 'Credit Memo Reasons' and 'Employee Codes' to be used with this feature in:

Path: Accounts Receivable, Setup, System, Supporting Files

AT1 - Credit Memo Information Fields

The AT1 - Credit Memo Information file has the following fields:

Customer code
Credit memo invoice number
Credit memo date
Original invoice number
Original invoice date
Customer code for item (if customer specific item)
Item code
Employee code
Reason code
Notes line 1
Notes line 2
Notes line 3
Quantity credited
Credit memo total

ASY - Credit Memo Reasons Fields

Credit memo reason code
Reason Description

ASZ - Employee Code Fields

Employee code
Employee name

Using the Feature in Invoice Entry

When this feature is activated, and the user selects Credit memo as the invoice type in Accounts Receivable Invoice Entry, a New panel will display. The customer code, invoice number and invoice date will default. The user will be prompted to add the record. The user will then enter the other fields and upon hitting enter the Accounts Receivable entry screen will redisplay.

If the information needs to be accessed again before the invoice is updated, you can click on the Credit Memo No button located on the invoice header and Invoice Total Panel.

Credit Memo Information - ARGCMA

💡 Note: The credit memo total should be left blank. During the Sales Journal Update, the Credit Memo Information record will be updated with the invoice total. It will be updated as a positive amount — for example, if the credit memo total is -50.56, then 50.56 will be the invoice total for the Credit Memo Information record.

Maintaining Credit Memo Information

A utility function is available if you should need to modify the data in this file. New records can also be entered here if needed.

Path: Accounts Receivable, Setup, System, Utilities, Data File Maintenance, Credit Memo Information

The Credit Memo Information records will remain on the system until the corresponding invoice history record is removed. This is controlled by the following Accounts Receivable System Parameter:

Number of periods to retain invoice history:

Frequently Asked Questions

Q: How is the Credit Memo Feature activated?

A: It's activated by the Accounts Receivable System Parameter on Screen V: "Enable credit memo feature? Y"

Q: Is there a built-in report for credit memo information?

A: No — there is no direct reporting of this information available in DB/d. You can use BERT or ODBC to design reports using the AT1, ASY, and ASZ files.

Q: What should I enter in the Credit Memo Total field?

A: Leave it blank. During the Sales Journal Update, the Credit Memo Information record is automatically updated with the invoice total, as a positive amount — for example, a credit memo total of -50.56 becomes 50.56 in that record.

Q: How do I access the credit memo record again before the invoice is updated?

A: Click the Credit Memo No button located on the invoice header and Invoice Total Panel.

Q: How long do Credit Memo Information records stay on the system?

A: They remain until the corresponding invoice history record is removed, which is controlled by the Accounts Receivable System Parameter for Number of periods to retain invoice history.

Q: Where do I set up Credit Memo Reasons and Employee Codes?

A: Accounts Receivable, Setup, System, Supporting Files.

Tags: accounts-receivable, credit-memo, at1-file, credit-memo-reasons, employee-codes, DB-distributor