The Credit Memo Entry Footer screen consists of the final needed to modify enter a credit memo. Use this screen to enter freight and handling charges, records deposits and payments for the order, as well as enter tax and routing information.
To return to the main entry screen, choose Backup at the bottom of the screen.
Tip: When you press Enter or Tab when entering quote information, the additional fields that appear, such as Ship Via Code, an inside salesperson code, etc., depend on the settings selected in SO Entry Options F/M. This procedure details all possible entries. Most of these entries already display default information; you can modify these values.
For more information about entering freight and handling charges, processing overpayments and remaining deposits, or entering multiple payments, refer to the topic below:
Using the multiple payments section
Invoice Processing for Overpayments or Remaining Deposits
With SO Static Control F/M Multiple Warehouse flag set to Y, as you complete the footer information from Order Confirmation, Direct Invoice Entry or Credit Memo Entry and reach the Print/Reprint Invoice prompt, the system displays the Sort by Shipping Whse prompt. (This prompt is also available in the Print option from the menu.) The Sort by Shipping Whse prompt defaults to Yes when printing from the Order Confirmation, Direct Invoice Entry or Credit Memo Entry programs.
Quoted Freight: In Order Entry, Confirmation Entry and Direct Invoice Entry, Credit Memo Entry and Counter Sales Entry FACTS provides an option to use quoted freight, based on control settings in AR Customer Maintenance and SO Static Control F/M (SOF980).
This window contains all the possible fields for Credit Memo Footer processing. Use the following field descriptions to complete the credit memo.
Tip: Edit the SO Entry Options F/M to skip unnecessary fields.
1. Memo
Use the memo field to enter special instructions, thank you messages, reminders for upcoming specials, etc. This memo appears at the bottom of invoices, counter sale receipts and credit memos. It is not the same thing as memo lines entered for specific items.
The program defaults to the standard memo entered in the Document Print Control F/M (Sales Orders-->File Maintenances-->Infrequent File Maintenances-->SO Document Print Control).
Delete the existing memo by pressing the space bar, followed by CR.
2. Ship to
This gives you at a glance ship to information entered in the Credit Memo header detail of the document. Edit the ship-to code, if necessary. If a customer requests to have an order shipped to an address other than its usual shipping address, select the
icon to use the Temporary Ship-to feature to facilitate this request. You can press F2 or select the
icon to search.
3. Freight code
Options are Prepaid, Collect, Bill Later and A Prepay/Add.
Prepaid indicates that the freight amount is the actual freight amount on this order in Freight $.
Collect indicates the freight amount should be collected upon delivery. No freight amount should be entered on the document.
Bill later indicates the freight amount will be collected after the charge is established from UPS manifest or freight bill. Use the Unbilled Freight Report to print a listing of all invoices that contain the Bill Later freight code.
Prepay/Add indicates that the carrier’s shipping charges will be billed to the shipper, the shipper will pay the carrier, and the shipper will also add freight charges to the customer’s invoice. The freight charges added to the customer’s invoice are not necessarily the same amount as the carrier’s shipping charges billed to the shipper.
You can also define freight in the Credit Memo header detail window.
4. Frt Method
The Document Freight Method (Q/C) for this customer– this value defaults from AR Customer Maintenance and is modifiable based on the Allow Method Change checkbox on the Invoicing tab of AR Customer Maintenance. Based on the setting, you can select from: Quoted Freight or Calculated Freight.
5. Freight $
The freight value can be entered freight or quoted freight or automatically-calculated freight, based on control settings in AR Customer Maintenance and SO Static Control F/M (SOF980).
Enter the freight amount for the order, if applicable. Press F2 or
to access the Freight Totals window. You can modify the quoted freight amount but the calculated freight is determined by the system--You cannot modify this value during Credit Memo Entry.
This field is not available if the Charge Freight flag is not selected (set to N) in SO Static Control F/M (Sales Orders-->File Maintenances-->Infrequent File Maintenances-->SO Static Control F/M.)
6. Route
This field shows the route code entered in the document header.
The Use Routes flag must be selected (set t o Y) in SO Static Control F/M
Ü If the Route System is used, run the Route Release program prior to running the DSR to include all invoices delivered for the shift or day.
7. Disc %
Enter the discount percent (maximum of 100) or dollar discount (maximum equals merchandise total) of the merchandise total. The program initially defaults to the invoice discount set in the customer’s master file accessible from Customer F/M.
The program skips this field if the invoice total is zero or if the Charge Tax flag in SO Entry Options F/M is not selected (or set to N).
8. Tax code
The program defaults to tax code assigned to the customer’s ship to file. F2 allows a search.
Tax codes are set up in Accounts Receivable-->File Maintenances-->Infrequent File Maintenances-->Tax Table F/M.
Several flags in the system affect this field:
The program skips this field if the invoice total is zero or if the Charge Tax flag in SO Entry Options F/M is not selected (or set to N).
If the Tax Rate flag is selected in the Accounts Receivable Tax Table F/M, the system will apply tax to the freight amount.
Ü If you back up into this prompt without pressing F1-skip after changing the tax rate or the tax amount, the system recalculates the charges to reflect the tax code and the changes to the Tax Rate and Amount fields are lost.
9. Tax rate
The program initially skips this field.
If the Charge Tax flag in the Sales Orders Static Control F/M is not set to O-Override, you cannot override the tax code and this field is unavailable.
Enter H-to use the high rate, L-to use the low rate, or X-to change tax status of this document to exempt.
High and low tax rates are set up in the Accounts Receivable Tax Table F/M. The program defaults to the rate selected in the customer’s master file in Customer F/M.
10. Other
This displays the totals of any credits entered through the Deposit/Payment Entry window
Use this field to apply this credit to a customer’s credit card or issue the credit with other cash type payment methods.
11. Cash Terms
Use this field to issue a cash credit to the customer. Enter the cash amount due to the customer.
If the amount you enter is not the full amount on the credit memo, the remainder credits the customer’s AR account, if they have one.
Select the Payments button to use the Deposit/Payment Entry program to split the credit between cash and other cash type payment methods.
12. A/R Terms
This defaults to the terms code entered in the CM Terms Code setting on the Inventory tab of the SO Static Control F/M. In most cases, this terms code should be set to CM so the credit applies against the customer’s AR account.
If you did not enter amounts in the cash terms field or in Deposit/Payment Entry, the full amount of the credit memo defaults to this terms code.
If the customer does not have an AR account, use the cash terms field or Deposit/Payment Entry to issue the credit.
13. Taxable
The system displays the amount that is taxable based on the tax code and rate information either entered in this document or carried over from the customer’s master file.
14. Subtotal
Displays the amount due on the document, minus any backordered goods. The subtotal does not include freight.
15. Discount Amt
Displays the total dollar amount of the any customer, line item and document discounts. This is information is display only.
16. Freight Total
Displays the total freight and handling charges on the document. This information is display only.
17. Tax $
Displays the total dollar amount due in tax based on the selected tax code and rate information entered either on this document or in the customer’s master file in Customer F/M.
To manually enter a different tax amount, the Charge Tax flag in the Sales Orders Static Control F/M must be set to O-Override.
18. Total Due
Displays the subtotal plus freight and tax, minus discounts. Amounts for backordered items are not included in the total.
19. Total Payments
Displays any payments made on this order, including any deposits that have been applied.
20. Balance
The amount due to the customer for this document.
Enter a new credit memo (process overview)
Delete an existing credit memo
Add line items (includes line-item entry fields)
Find line items in the browser
Designate a line item for direct ship
Creating BOM items (kitting, on-the-fly)