42.2 Field Descriptions

The date of the credit memo also represents the month in which the credit memo is included for month end financial reporting. A January date includes the transaction in all January financial reporting.

Each credit memo is catalogued with a unique code of identification within the file system. Once a credit memo number or code is used, no other invoice or credit memo within the Accounts Receivable System can use the same code.

The customer field is the unique code which was previously set up when you entered the customer's name and address. The customer must have been previously entered to the Customer master file prior to entering a transaction to the customer.

A validation screen is associated with this field that accesses the Customer master file. If you cannot remember the customer code, do the following:

1. With the cursor in the Customer field, press the VALID button (GOLD <F1> key and then press the V key). The customer validation screen is displayed.

2. Press the QUERY <F2> button, and then press the FIND NEXT <F3> button until the desired customer is displayed.

3. Press the GOLD <F1> key and then press the E key to redisplay the Enter Credit Memo with the chosen customer code entered into the Customer field.

The customer's full name, as it was previously entered in the Customer master file, is displayed here once the Customer Code is entered and you exit the Customer field.

The customer's current balance is displayed in this field. This balance has no date parameters and includes all transactions entered to the customer to date.

If your customer has given you a purchase order number (or any other type of reference) for their credit memo, you can include it in this field for the customer's reference.

This field allows you to keep track of all credit memos by sales representative. Enter the sales representative's name or code.

This field is updated with the total credit memo amount once all the detail lines are entered and the credit memo is stored into the file system. This field is display only.

Partial credit memo amounts can be applied to invoices or customer balances. The unused balance is kept track of within the file system and is displayed here for easy reference.

This completes the data entry for the body of the credit memo. Once stored, the detail part of the credit memo appears and requires detail lines to be entered. Inventory product codes must have been previously entered into the inventory master file before they can be entered in a detail line here. The detail part of the screen appears as follows.

The detail part of the credit memo is where the credit memo distribution is done. This form is repeating and allows an unlimited number of detail lines.

Enter the quantity of items returned to inventory or reversed from previous sales. This field allows up to seven (7) characters. Entry in this field is required.

Enter a valid product code from the inventory product master file. Entry in this field is required.

This field has a validation screen associated with it that accesses the inventory product master file. If you cannot remember the product code, do the following:

1. With the cursor in the Product field, press the DELETE button (GOLD <F1> key and then press the V key). The inventory product validation screen is displayed.

2. Press the QUERY <F2> button, and then press the FIND NEXT<F3> button until the desired product code is displayed.

3. Press the GOLD <F1> key and then press the E key to redisplay the Enter Credit Memo with the chosen product code entered into the Product field.

The default value for this field is the description of the product Product field as it is stored in the Inventory master file. You may override this default description should you feel more or less detail of the description is required.

This field identifies whether or not the item is taxable. Enter y for yes or n for no. If nothing is entered in the field and the RETURN key is used to exit the field, the default tax status from the inventory master file is entered. Input to this field is required.

This field is the unit sale price for the product. The selling price for each product can be assigned when you enter the product code in the inventory master file. Pressing the RETURN key displays the previously assigned selling price. You can override it and enter any selling price which is appropriate.

The extended total of each detail line is displayed here after entering the sales price. The extended total is the product of the Qty field and the Each field.

Once all the detail lines have been entered and stored, you are required to press the NEXT <F7> button to display the sales tax calculation fields. Even if sales tax is not appropriate, this step is required. Pressing the NEXT <F7> button adds the taxable item totals from the detail lines to get the taxable total, and displays the following:

The Sales Tax Locality information has to have been entered in the Sales Tax Rate file before the sales tax information can be entered here. (This is done on the Sales Tax Rates screen under the Select, Accounts Receivable menu).

Taxable total is the sum of the taxable item totals from the detail part of the screen. The customer discount is included in this amount.

This is the sum of the amounts of the products entered on the detail screen. The value in this field does not include either the customer discount, nor the sales tax.

The locality code must have been previously entered in the Sales Tax Rates master file.

There is a validation screen associated with this field that accesses the Sales Tax Rates master file. If you cannot remember the locality code do the following:

1. With the cursor in the Sales Tax for Locality field, press the VALID button (GOLD <F1> key and then press the V key). The sales tax locality validation screen is displayed.

2. Press the QUERY <F2> button and then press the FIND NEXT <F3> button until the desired locality code is displayed.

3. Press the GOLD <F1> key and then press the E key to redisplay the Enter Credit Memo screen with the chosen locality code entered into the Sales Tax for Locality field.

If a sales tax locality code has been entered for this customer in the customer master file, it becomes default value for this field (leave the field blank and press the RETURN key).

This is the total discount amount allowed for the discountable products entered on the detail screen. A product is discountable if the discountable field in the product master is set to yes.

Press the RETURN key to display the percentage previously set up for the locality code. The percentage of tax can be manually changed or it can be set to zero if no tax is appropriate. Once the percentage is entered the extension is automatically done. The Taxable Total amount times the percentage gives you the total tax amount.

The system computes this amount by multiplying the tax rate by the total taxable amount.

This is the sum of the products entered on the detail screen less the customer discount, plus sales tax.

Press the STORE <F5> button. The credit memo is stored and a refreshed screen appears for your next entry.

Once the first credit memo is entered for each screen access, you have the option of automatically numbering the credit memos. You simply press the RETURN key while in the Credit Memo No. field. The credit memo is automatically assigned a number in numeric sequence.