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To process an accrual dues debit memo

You can process reversals of accrual dues items with a credit balance on a line-by-line basis through the Billing Enter and edit debit memos window. For example, if a customer overpays an invoice and you do not intend to refund the overpayment, you should process a debit memo for that amount.

Note: If your system is licensed for Deferred Income and the product being reversed is normally deferred, iMIS will automatically adjust the deferred income and any income recognized for this product during the GL Interface procedure. For more information, see Using Deferred Income.

  1. From Billing, select Process accrual dues> Enter and edit debit memos to open the Enter and edit debit memos window.
  2. Click New.

    The Date field defaults to:

    • Batch date if Batch Control is used.

      If Batch Control is enabled and an active open batch is not selected, the Batch Control List is displayed. Select or create a batch and click New.

      If Batch Control is enabled and an active open batch is selected, the Date field is populated with the date of the batch.

    • System date, if Batch Control is not used

      If the system date is overridden, the new date becomes the default value for inserts until the window is closed and reopened.

  3. Press Tab and enter an ID or select the lookup icon to find a customer's record.

    After the ID field is populated, an address block for the customer displays in the upper right-hand corner and the fields labeled Type, Status, Paid Thru, and Category are populated.

    The calculated address block contains a concatenation of Name.FULL_NAME, Name.TITLE (if Use Title is enabled for the preferred mailing address type), Name.COMPANY (if Use Company is enabled for the preferred mailing address type), and Name.FULL_ADDRESS.

    Note: Name.CATEGORY displays prefixed with the label Category: as long as the Use Bill Categories option is enabled on the Customer Setup - Basic Options window. If this option is not enabled, neither the category value nor the category label will display.

  4. Tab to the Invoice Number field.
    • Enter the invoice number and press Enter, or
    • Select the lookup icon and select an invoice:

    Invoice or reference numbers are validated for the following:

    • Invoice.SOURCE_SYSTEM is equal to DUES and at least one Invoice_Lines row is linked to the invoice.
    • The Invoice.BT_ID is equal to the ID entered for the credit memo.
  5. After the invoice number is entered, select from the following options:
    • Select Adjust All to select all line items to debit.

      The balance amount times -1 displays in the Amt Adj field and the Debit option is selected for each line item.

      Note: Adjust All is available only when the overall balance is negative.

    • Select the Debit option to debit specific line items.
    • Enter an amount to debit in the line item's Amt Adj field.
  6. Click Save to update the record.

    The Total Adjustment field displays the total amount of the debit memo and line items not adjusted are no longer displayed on the window.

    After an accrual dues debit memo is applied to an invoice, the Transaction Ledger displays the detail for each amount adjusted.

See Also

Processing Adjustments

iMIS Authorization Levels

Credit Memos

To process an accrual dues credit memo

To find an accrual dues credit memo using a transaction number

To find an accrual dues credit memo using a transaction date

To find an accrual dues credit memo using the customer ID

To edit an accrual dues credit memo with Batch Control enabled

To cancel an accrual dues credit memo with Batch Control enabled

Debit Memos


ASI logo 10.5 Production Release. Updated 10/5/2005 3:12:18 PM
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