Create Administrative Debit Memos in Item Entry

Debit Memos are primarily intended to reduce or eliminate existing payables. For example, you can use them to reduce the payable due to a Vendor’s price reduction, or to eliminate the payable when the goods or services were completely unacceptable. You can also use Debit Memos to increase a payable, or to shift the paying Fund (a positive line for the old fund, a negative for the new).

Note: Refer to Applying Debit Memos to Open Items for more information.

If you want to alter a Voucher that has been fully paid and moved to history, you must enter a Debit Memo directly into Item Entry.

Note: You will need to know the original Voucher number to create the Debit Memo.

1. Create an administrative Voucher, using the Vendor ID code from the original Voucher.

Note: Refer to Creating Administrative Vouchers for more information.

2. Click the Debit Memo radio button on the Item tab.
Item Tab (Debit Memo Section)

3. Select the Debit Memo checkbox.

4. In the Description field, enter a brief description of the original Voucher.

5. In the Apply To field, enter the original Voucher number.

6. In the Invoice Date field, enter the apply date that you want to use for the change to the liability.

Note: You will not be able to use the drop-down list to select a paid Voucher, since the list only includes current Open Items.

7. Click the Save button on the toolbar.