Apply Debit Memos to Open Items

This utility allows you to link unapplied Debit Memos to administrative Open Items (payables). You can use unapplied Debit Memos to record a credit on an account with a Vendor. Create the Debit Memo in Item Entry and post it to Open Items to make it available to apply. Once you create a Voucher for a new payable from that Vendor and post it to create an Open Item, you can apply the Debit Memo to reduce the payable.

Note: The payable must be greater than or equal to the Debit Memo amount.

Note: FIMS also allows you to apply Debit Memos to new administrative Vouchers in Item Entry. Refer to Applying Debit Memos to Vouchers for more information.

1. In the Accounts Payable module, do one of the following:

• Select Apply Debit Memos on the Processes tab in Open Items.
• Select File Maintenance > Apply Debit Memos.
• Right-click on the desired debit memo in the Open Items Data Grid, and select Apply Debit Memo.
• Click the Apply Debit Memos button on the Voucher tab.

The Select Voucher window opens.

Select Voucher Window

2. In the Voucher Number field, enter the Voucher Number for the Debit Memo that you want to apply. A list of open Vouchers from the Vendor associated with the Debit memo appears in the data grid section of the window.

3. Select the Voucher that you want to apply the Debit Memo to, and click the Distribute button. The system will add the Debit Memo amount to the Selected Amt field for the Voucher.

Note: Although the system automatically adds the full Debit Memo amount to the Selected Amt field, you can edit the amount manually (to any amount that is less than or equal to the total open Debit Memo amount), if necessary.

4. Click Apply.

Note: The Apply button is inactive until you enter an amount in the Selected Amt field.