Vendor Credit Memo

The Vendor Credit Memo (CM) document allows you to process vendor refunds for goods or services related to invoices processed on POs. You may process a vendor credit memo against a specific payment request, a purchase order, or a vendor ID.

Title	Description
Credit Memo # from Vendor	Required. Enter the number found on the vendor's credit memo.
Credit Memo Date	Required. Enter the date found on the credit memo itself or select the date from the calendar .
Vendor Credit Memo Amount	Required. Enter the net amount of the credit.
Payment Request #	Specify a payment request number in this field only if the vendor credit memo is processed against a specific payment request. See note below.
Purchase Order #	Specify a PO number in this field only if the vendor credit memo is processed against a specific PO. See note below.
Vendor #	Specify a vendor number in this field only if the vendor credit memo is general in nature (not applicable to a specific payment request or a specific PO). See note below.

Note

An entry in one and only one of these three fields is required: Payment Request #, Purchase Order #, or Vendor #.

Click to begin initiation of this vendor credit memo.

The Vendor Credit Memo document continues from the initiation screen to the main document screen that displays the unique Vendor, Credit Memo Info, and Process Items tabs in addition to the standard e-doc tabs.

Note

For information about the standard tabs, see Standard Tabs on the Guide to OLE Basic Functionality and Key Concepts.

Vendor Tab

The Vendor tab allows you to modify the vendor address information via address lookup if the credit memo has been processed against a PO or a vendor. You may also add check stub notes on this tab.

This tab contains two sections, Vendor Address and Vendor Info.

Vendor Address section definition

Title	Description
Vendor	Display-only. The name of the vendor.
Vendor #	Display-only. The number that uniquely identifies the particular vendor.
Address 1	Required. The first line of the vendor's address. A change of address is possible via lookup for credits processed referencing the PO or referencing the vendor. Note The lookup is not provided if a payment request number was entered in the Credit Memo Initiation tab Leave as is or search for the address from the Address lookup .
Address 2	Display-only. The second line of the vendor address.
Attention	Display-only. If the credit memo is against a payment request and the payment request had an attention line completed, the name in the attention line on the payment request populates this field.
City	Display-only. The city of the vendor's address.
State	Display-only. The state of the vendor's address.
Province	Display-only. The province of the vendor's address (foreign addresses).
Postal Code	Display-only. The postal code of the vendor's address.
Country	Display-only. The country of the vendor's address.

Vendor Info Section

Vendor Info section definition

Title

Description

Acquisition Unit’s Vendor account / Vendor Info

Customer #

Display-only. The ID number for the customer. The system displays this value if a customer number exists on the referenced document. A change of customer number is possible via lookup for credits processed referencing the PO or the vendor.

Note

The lookup is not provided if a payment request number was entered in the Credit Memo Initiation tab.

Check Stub Notes

Optional. Enter text to be printed on the check stub.

Credit Memo Info Tab

The Credit Memo Info tab displays information pertinent to the current credit memo. In the examples below, the first credit memo is against a payment request and the second is against a vendor.

Credit Memo Info tab definition

Title	Description
Credit Memo # from Vendor	Display-only. The credit memo number as entered on the Credit Memo Initiation tab.
Credit Memo Date	Display-only. The credit memo date as entered on the Credit Memo Initiation tab.
Vendor Credit Memo Amount	Display-only. The amount of the credit as entered on the Credit Memo Initiation tab. This field is displayed only on an in-process Vendor Credit Memo document. After the document has been submitted, the field no longer carries forward.
PO End Date	Display-only. The end date automatically populated from PO information.
PO Notes	Display-only. 'Yes' if the PO contains notes.
Extract Date	Display-only. The date the credit record was extracted to the Pre-Disbursement Processor.
Credit Type	Corresponds to the Invoice Type on Payment Requests. Enter a value or search from the lookup .
Bank Code	Required. The bank code will be displayed only if the Bank_Code_Document_Types includes 'CM' and Enable_Bank_Specification_Ind=‘Y.’ The default bank is determined by the Default_Bank_By_Document_Type parameter. You may override this value by entering another bank code or selecting it from the Bank lookup .
Credit Memo Type	Display-only. Indicates whether this credit memo references a payment request, PO, or vendor.
Vendor #	Display-only. Automatically populated based on the entry in the Credit Memo Initiation tab that references either the payment request, the purchase order or the vendor number. The vendor number is followed by a hyphen and the division number.
Purchase Order #	Display-only. The referenced purchase order number or the purchase order number associated with the referenced payment request.
Payment Request #	Display-only. If processing a credit against a payment request, this field is populated based on the entry in the Credit Memo Initiation tab.
AP Processed Date	Display-only. The date the vendor credit memo was submitted by Accounts Payable.
Credit Sub Type	Corresponds to the Invoice Sub Type of the payment request. Example values may include "regular" and "supplemental". Enter a value or search from the lookup .
Payment Method	Select the method of payment from the drop down menu.

Process Items Tab

The Process Items tab identifies the lines of a specified purchase order or payment request that this credit relates to. It also indicates the dollar amounts to be credited to individual lines and allows you to edit the accounting information associated with these lines. It also allows you to enter additional credits pertaining to items such as restocking fees or miscellaneous credits.

The tab includes two sections: Items and Additional Charges. In the example below, the credit references a purchase order.

Items Section

The makeup of the Items section varies based on whether the credit is being applied to a purchase order, payment request or vendor. If crediting by vendor, the Items section contains no fields. See below for the section definition when the CM is based on a vendor number or a payment request.

Process Items tab definition (credit references a purchase order)

Title	Description
#	Display-only. The item line number from the PO.
PO Qty	Display-only. The quantity of items available for credit.
PO Unit Price	Display-only. The unit price copied from the PO for this line item.
Total Invoice Cost	Display-only. The total amount already invoiced and available to credit for this line item.
CM Qty	Optional. Enter the number of items for this line that are to be credited. This entry increases the Open Qty value for this line item on the PO.
CM Unit Price	Optional. The unit price for this line item to be processed as a credit. This field is automatically populated using the price from the PO, but it may be edited to match the credit memo unit price.
Prorated Surcharge	Additional charge applied to the line item based on the proportional distribution.
Credit Processed	If blank and if the credit memo quantity invoiced is populated, the system calculates the credit processed for this line item when you click the calculate button. Note If the field already contains a value, you must delete the value in order to populate a new value by clicking calculate. Override the amount as needed.
Total Amount	Display-only. The sum of credit processed, if applicable.
Catalog #	Display-only. The catalog number for this item on the PO.
Description	Display-only. The description for this item on the PO.

In this next example, the credit references a payment request.

Process Items tab definition (credit references a payment request)

Title	Description
#	Display-only. The item line number from the payment request.
PREQ Qty Invoiced	Display-only. The quantity of items available to be credited on the specified Payment Request document.
PREQ Unit Price	Display-only. The unit price copied from the payment request for this line item.
Total Invoice Cost	Display-only. The total amount available to be credited for this line item on the specified Payment Request document.
CM Qty	Optional. Enter the number of items for this line that are to be credited. This increases the Open Qty value for this line item on the PO.
CM Unit Price	Optional. The unit price for this line item to be processed as a credit. This field is automatically populated using the price from the payment request, but the unit price may be edited if the credit reflects a different price.
Prorated Surcharge	Additional charge applied to the line item based on the proportional distribution.
Credit Processed	If blank and if the credit memo quantity invoiced is populated, the system calculates the credit processed for this line item when you click the calculate button. Note If the field already contains a value, you must delete the value in order to populate a new value upon next calculate. Override the amount as needed.
Total Amount	Display-only. The sum of credit processed.
Catalog #	Display-only. The catalog number for this item on the PO.
Description	Display-only. The description for this item on the PO.

Additional Charges Section

Additional Charges section definition (credit references a payment request)

Title	Description
Item Type	Display-only. The type of item to be charged. Note An entry of 'Less Restocking Fee' reduces the amount of any credit entered for other item types.
Credit Processed	Optional. Enter the amount that corresponds to this item type. Note A 'Miscellaneous Credit' entry can be entered as a positive or negative amount if the parameter allows this choice. A positive amount increases the credit total.
Total Amount	Display-only. The sum of credit processed.
Description	Parameters control whether descriptions are required.

You may also prorate the additional charges to the invoiced titles. Enter the amount of the additional charge, select to prorate by Quantity, Dollar, or Manual Prorate. If Manual prorate is selected, enter the amount you would like prorated to each title.

For a vendor credit memo referencing a vendor ID, additional charges are the only types of information displayed in the Process Items tab. Dollar amounts are not prefilled, so you must enter accounting information.

In the example below, the credit references a vendor number.

This section presents information about restocking fees and miscellaneous credits that apply to the credit memo.

Additional Charges section definition (credit references a vendor number)

Title	Description
Credit Processed	The dollar amount to be applied to this vendor credit memo.
Total Amount	Display-only. The sum of credit processed, if applicable.
Description	Required by default for miscellaneous credit only. Note The Item_Types_Requiring_User_Entered_Description parameter controls whether the description is required or optional.

Note

Click show/hide to display or hide item accounting lines for each line item or additional item.

View Related Documents Tab

This tab lists related documents.

Title	Description
Date	Display-only. The date the related document was created.
User	Display-only. The user who created the related document. Entry of 'Kuali System User' means the document was automatically created by the system.
Note	Display-only. A note describing the document.

To access one of these related documents, click its document number. The system displays the document in a separate window.

View Payment History Tab

The View Payment History tab tracks payment information related to the purchase order associated with this Vendor Credit Memo document. It shows pending payment information and updates indicating when a payment was processed through the Pre-Disbursement Processor (PDP). This tab also shows any other vendor credit memos that have been processed against the related purchase order and any associated payment requests.

Payment Requests section definition

Title	Description
PREQ#	Display-only. The payment request number.
Invoice #	Display-only. The invoice number.
PO#	Display-only. The purchase order number.
PREQ Status	Display-only. The payment request status.
Hold	Display-only. Displays 'yes' if the payment request in on hold. Displays 'no' if the payment request is not on hold.
Req Canc	Display-only. Displays 'yes' if the payment request has been requested to be canceled. Displays 'no' if the payment request has not been requested to be canceled or if the 'request cancel' has been removed.
Vendor Name	Display-only. The vendor name associated with this payment request.
Customer #	Display-only. The customer number associated with this payment request.
Amount	Display-only. The payment request amount.
Pay Date	Display-only. The date the payment is scheduled to extract to PDP.
PDP Extract Date	Display-only. The date the payment request was extracted to the Pre-Disbursement Processor for disbursement processing.
Paid?	Display-only. Displays 'yes' if the payment has been disbursed. Displays 'no' if the payment has not been disbursed.

Credit Memos section definition

Title	Description
CM#	Display-only. The credit memo number assigned by OLE.
Vendor CM#	Display-only. The credit memo number assigned by the vendor.
PREQ#	Display-only. The payment request number, if a payment request was referenced in processing the credit memo.
PO#	Display-only. The purchase order number associated with this credit memo.
Credit Memo Status	Display-only. The credit memo status.
Hold	Display-only. Displays 'yes' if the credit memo is on hold. Displays 'no' if it is not on hold.
Vendor Name	Display-only. The vendor name associated with this credit memo.
Customer #	Display-only. The customer number associated with this credit memo.
Amount	Display-only. The dollar amount associated with this credit memo.
APAD Date	Display-only. The Accounts Payable approved date (that is, the date the Accounts Payable User submitted the credit memo).
PDP Extract Date	Display-only. The date the credit memo was extracted to the Pre-Disbursement Processor for disbursement processing.
Paid?	Display-only. Displays 'yes' if the credit has been disbursed. Displays 'no' if it has not been disbursed.