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Apply Credit Memos

Apply Credit Memos​

From the DockMaster menu, select Accounts Receivable > Credit memos & Adjustments > Apply Credit Memos

Purpose To reduce the balance of open invoices by applying individual open credit memos. Important: This process does not make an accounting entry if applying invoices with different A/R Schedule accounts; you will have to manually enter a Journal Transaction in the General Ledger.

  • Credit Memo ID - Enter the Credit Memo ID to be applied.

  • The customer's name and number associated with the credit memo displays under the ID. This field cannot be edited.

  • The Credit Memo Balance and amount Remaining to Apply is automatically displayed to the right. These fields cannot be edited.

  • Effective Date - Enter the Effective Date of this application or press Enter to default to the current date. This date cannot be greater than the current date or less than the earliest date of either the invoice or the credit memo. This date is only relevant for customer statements and transaction reports.

  • Remember: This process does not make an accounting entry if applying invoices with different A/R Schedule accounts; you will have to manually enter a Journal Transaction in the General Ledger.

  • Click in the Invoice grid to enter the number of a specific Invoice. The current balance of the invoice selected will appear, and the computer will try to apply as much of the credit memo to this invoice as possible.

  • Press F6 to display all open (outstanding) invoices for the current customer; invoices can be selected in this window. Hold down the control[ctrl] key and tap the Left Mouse button on each item you want selected.  Each line will appear highlighted when selected. Click the item again to unselect it. F8 selects (highlights) ALL items. Note: If there are multiple pages in the list, all items on each page will be selected.

Unposted Cash on an Invoice​

  • The Open Invoice window displays a column entitled Unposted Cash. If you attempt to post cash to an invoice that has cash applied from an unposted Cash Receipt batch, this message will appear: Invoice has cash applied - skipped until posting complete.

  • Therefore, you must post or delete the unposted Cash Receipt batch before the system will allow the credit memo to be applied to this invoice.

Inquiring on an Invoice​

  • Press the Invoice Inquiry hyperlink at the invoice field to bring up the Invoice Inquiry screen and view the current status of an invoice. Note: The invoice must first be selected.

Automatically Apply Invoices​

  • Press sF7 let the application automatically select how the credit will be applied. The oldest invoices are selected first.

  • Click Save/Apply to apply the credit memo.

If after applying the credit memo, an unapplied balance remains, this message will appear: "Money remaining to apply. Continue?"

  • Click Yes to continue applying the credit memo.