Creating a Credit Memo

The Credit Memos module in Corpay Complete helps companies manage and apply credits to vendor invoices. This article explains how to create a credit memo.

Note: The visibility of pages and information within Corpay Complete is based on user roles and company settings. Consequently, certain pages and information may not be visible or may only be available in a view-only format.

1. Click the Credit Memos module from the left-side navigation pane.

2. On the Credit Memos tab, click the +Add button.

3. The Add Vendor Credit dialog will display with the Main tab selected by default.

   Note: Required fields are indicated with a red asterisk.

4. Complete the following fields in the Add Vendor Credit dialog:

   

   Note: Required and visible fields are dependent on company configuration. Therefore, the following example may be different than what users see.

   1. Begin typing to search or select a subsidiary from the Subsidiary drop-down.
   2. Begin typing to search or select a vendor from the Vendor drop-down. The Vendor ID and Vendor Payment Method will become read-only.
   3. Begin typing to search or select a vendor location from the Vendor Location drop-down.
   4. Begin typing to search or select a location from the Location drop-down.
   5. Key in a reference number in the Reference Number field.
   6. Begin typing to search, then select a requestor from the Requestor field.

      

   7. The Date field populates automatically. Click the date picker  to select a different date.
   8. Click the date picker  to select a Submit Date.
   9. The credit memo Number field populates automatically. Key in a different credit memo number if applicable.
   10. Key in the credit memo amount in the Amount field.
   11. Select a payment term from the Payment Terms drop-down.
   12. The Due Date field populates automatically based on selected Payment Terms. Click the date picker  to enter a different due date.
   13. Key in a memo in the Memo field.
   14. Key in a description in the Description field.
   15. Select the Do not push to ERP checkbox if the credit memo should not be pushed to your ERP.
   16. Select the Force Sync with ERP to synchronize the credit memo to your ERP.
   17. Select the Suppress Email Notifications checkbox to disable email notifications for the credit memo.

       

   18. The Address fields will populate automatically based on the selected vendor.
   19. Click the + Add More button to link an invoice to the credit memo. Next, select an invoice from the invoice drop-down. The Apply Amount field will populate automatically but can be updated as needed.
   20. Click the Attachments  icon to open the Upload Files dialog, where users can browse and attach files to the credit memo.

5. Select the Line Items tab, click the + Add Item button, and then complete the following fields:

   

   1. Start typing to search, then select an item name in the Item Name field.
   2. Key in a quantity in the Qty field.
   3. Key in a unit price in the Unit Price field.
   4. If the line item is subject to tax, key in a tax amount in the Tax field.
   5. The Total field populates automatically based on the Qty, Unit Price, and Tax fields.
   6. The Account field populates automatically based on the selected Item Name.
   7. Select a location from the Location drop-down.
   8. Key in a description in the Description field.
   9. Click the + Add Item button to add another line item to the credit memo.
6. Select the Accounts tab, click the + Add Debit Account button, and complete the following fields:

   

   1. Start typing to search or select a debit account from the Account drop-down.
   2. Enter a percent in the Percent field or an amount in the Amount field. The Percent and Amount fields automatically update based on the value in the other one.
   3. Start typing to search or select a location from the Location drop-down.
   4. Key in a memo for the debit account in the Memo field.
   5. Click the + Add Debit Account to add another debit account and repeat steps A through D.
7. Click the + Add Credit Account button, and complete the following fields:

   

   1. Start typing to search or select a credit account from the Account drop-down.
   2. Enter a percent in the Percent field or an amount in the Amount field. The debit and credit Percent and Amount fields automatically update based on the values in each one.
   3. Start typing to search or select a location from the Location drop-down.
   4. Key in a memo for the credit account in the Memo field.
   5. Click the + Add Credit Account to add another credit account and repeat steps A through D.
8. Click the Submit button.

9. The Credit Memo Added dialog will display in the upper right corner of the page.

10. The credit memo will be available for review and submission in the Credit Memo Inbox.