The below process should be used when issuing Credit Memos for items that are not being returned to inventory. These Credit Memos will originate from the RA (Return Authorization) screen.
To start: Either 1) Click the Authorize Return button located on the Sales Order being worked on or 2) Start a new RA. (Transactions > Customers > Issue Return Authorizations)
Depending on the option chosen, the Sales Order information will either populate automatically (1) or you will need to manually enter the information if RA was not generated from the SO (2).
- Credit Memo Reason- Choose the appropriate reason for the credit. (Reasons listed late in this document)
- Location/Location Return Address- The location will be the location the inventory is being returned to and should match where the inventory was shipped from.
- Memo (External)- Provide specific details for the credit/return in this field. This data is used by Compliance.
- Comment to Customer- Can be used to describe the return and will be seen by the customer. If applicable, include the original invoice # and PO #.
- Notes (Internal)- Used for any internal notes to describe the transaction. These can only be seen internally and do not appear on external documents.
Choose the appropriate items/quantities that will end up being credited.
Once you have entered all of the necessary information, click Save.
On the screen that follows (above), click Receive.
On the Item Receipt screen, uncheck the “Restock?” checkbox and click Save. This will ensure that the item quantities are not returned to inventory. (Below)
Once saved, go back to the RA. (Can click the hyperlink located in the middle of the page)
Click the Credit button.
Select a Credit Memo Reason if not previously chosen and add any additional required information. (Shipping Fee, Restocking Fee, Apply To, etc.)
File Freight Claim Checkbox- If a freight claim needs to be filed, check this box. “File Freight Claim” no longer needs to be added to the Memo notes.