Similar to a Customer Credit Memo, the Vendor Credit Memo is used to document the return of product to a vendor. The Vendor Credit Memo feature is supported by the PO Credit Register report.

 

Add-On Modules

•If you have entrée.QB, the QuickBooks integrator add-on module, it does support processing these transactions.

•For companies with entrée.AP, the Accounts Payable add-on module, you will be able to post your vendor credit memos in the AP Enter Payables - Post Purchase Order window.

 

Lot Numbers

When the Create Vendor Credit Memo window opens first click the "In Window" Edit Method. This window will have a search button for the "Lot Number" field. If you are editing a lot-based item on a Vendor Credit Memo, you will be required to use the "In Window" method.

 

When creating a credit it is likely that you will know the Lot Number involved and using the "in window" edit method is currently the only way to associate a Lot Number with a P.O. line item.

 

Compared to when you create a regular Purchase Order you may not have any idea what the Lot Number will be until the product actually arrives. Using the Receipt Date to generate the Lot Number is a popular solution with many of our customers.

 

Purchase Order Documents

Only the "standard" entrée Purchase Order document has been updated to support the Vendor Credit Memo. If you are using a custom Purchase Order design and wish to use the Vendor Credit Memo feature then you will need to contact Tech Support to arrange the modification of your custom document to support this new feature.

 

How to Use Create Vendor Credit Memo

1. If you are adding a lot-based item to a Vendor Credit Memo you must use the In Window Edit Method. Otherwise use the default In Grid edit method.

 

2. Go to the Purchasing drop down menu and click Create Vendor Credit Memo.

 

3. In the Vendor No. field enter the vendor number or use the search button to open the Vendor Search utility and find the desired vendor.

 

▪If a Hot Message has been created for the selected vendor it will display in this window.

 

4. Click the Add Item button and the Inventory search button will be displayed next to the Item # field.  

 

5. In the Item grid below click the search button to open the Inventory Search utility. Find and select the item for the credit memo.

 

6. The Ret. Code (Return Code) drop down menu is shared with Invoicing so some options may not apply to a vendor credit memo. The handling of inventory is simple and *all* return codes will deduct from inventory. Click the Ret. Code drop down menu and select the proper return code.

 

7. In Ret. Qty use the up/down arrows to enter the quantity.

8. Edit the Ship To Contact name field or use the Vendor Notes or Edit Comment button to add a notes.

9. Click OK when all your information is entered. The P.O. Created message box will display "P.O. #99999 has been successfully created. Would you like to print this purchase order?" Click Yes to print now.

 

10. A Print dialog box will open for you to select the printer or use the default printer you assigned in the System Preferences Printers Tab.

 

11. Next a Question message box will be displayed asking "Would you like to process this Credit memo?". Click Yes to process now and the Process Vendor Credit Memo window will open.

 

12. In the Process Vendor Credit Memo window make these selections.

a. Process Date: Select a new date if the current date is not to be used.

b. Reference: Enter a brief description of the transaction.

c. Default Quantities: Select Receive in Full and the window features will be activated.

d. Click the Continue button.

 

13. The system will now receive your items and post a Question dialog box with "All items have been received in full." then asking "Should this Credit Memo be closed after posting?". Click Yes.

 

14. If you have purchased and installed the entrée.AP, the Accounts Payable add-on module, a second Question dialog box will may open asking "Post this Credit Memo to Accounts Payable?". Click Yes and the AP Enter Payables - Post Purchase Order window will open. Proceed with your AP procedures to post the transaction.

 

If you have entrée.QB when the entrée Release to GL utility is run, all account postings are saved to a holding file. entrée.QB then uses the data contained in the holding file to push the journal entries, including vendor credit memos, into QuickBooks.