Applying a Credit Memo to an Invoice

This article explains how to apply an existing credit memo to an invoice. Credit memos must have a Status of Available and be linked to the same vendor before they can be applied to an invoice.

Users can apply a credit memo to an invoice from three locations in Corpay Complete:

• Credit Memo Details Page 
• Edit Credit Memo Dialog
• Invoice Details Page

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.

Credit Memo Details Page

Complete the following steps to apply a credit memo to an invoice from the Credit Memo Details page.

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

2. On the Credit Memos tab, use the filter fields to search for the desired credit memo in the Credit Memos grid.

   Note: Click the Toggle Filter  icon to display the filter fields.

3. After locating the credit memo, click the Payment Number hyperlink or View  icon in the Action column.

4. On the Credit Memo Details page, click the Apply To Invoice button.

5. In the Apply Credit dialog, complete the following steps:

   

   1. Start typing to search, then select an invoice from the Invoice drop-down.

      Note: Credit memos can only be applied to invoices with a matching vendor.

   2. Key in a description in the Description field.
   3. Key in the amount to be applied from the credit memo to the invoice in the Amount Applied field.

      Note: The Amount Applied cannot exceed the credit memo amount.

   4. Click the Submit button.
6. The Vendor Credit Updated dialog will display in the upper right corner of the page.

7. The applied invoice will display in the Invoices column of the Credit Memos grid.

Edit Credit Memo Dialog

Complete the following steps to apply a credit memo to an invoice from the Edit Credit Memo dialog.

1. On the Credit Memos tab in the Credit Memos module, use the filter fields to search for the desired credit memo in the Credit Memos grid.

   Note: Click the Toggle Filter  icon to display the filter fields.

2. After locating the credit memo, click the Edit icon in the Action column.

3. On the Edit Credit Memo dialog, click the + Add More button at the bottom of the page.

4. Select the desired invoice from the Invoice drop-down.

   Note: Credit memos can only be applied to invoices with a matching vendor.

5. Key in the amount to be applied from the credit memo to the invoice in the Apply amount field.

   Note: The Apply Amount cannot exceed the credit memo amount.

6. Click the + Add More to add another invoice to the credit memo if needed, and then click the Submit button.

7. The Edit Credit Memo dialog will close, and a Payment Updated dialog will display in the upper right corner of the page.

8. The attached invoice(s) will display in the Invoices column of the Credit Memos grid.

Invoice Details Page

Complete the following steps to apply a credit memo to an invoice from the Invoice Details page.

1. Click the Invoices module from the left-side navigation pane.

2. On the All Invoices tab, locate the invoice to be linked to a credit memo in the All Invoices grid.

3. Click the invoice Number hyperlink or View  icon.

4. On the Invoice Details page, select the Payment Actions drop-down and click Apply Credit.

5. In the Apply Credit dialog, complete the following steps:

   

   1. Start typing to search, then select a credit memo from the Credit Memos drop-down.

      Note: Credit memos can only be applied to invoices with a matching vendor.

   2. Key in a description in the Description field.
   3. Key in the amount to be applied from the credit memo to the invoice in the Amount Applied field.

      Note: The Amount Applied cannot exceed the credit memo amount.

   4. Click the Submit button.
6. The Credit Apply dialog will display in the upper right corner of the page, and the credit memo will display on the Credit Memos tab.