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. In the Subsidiary drop-down, begin typing to search for and select a subsidiary.
   2. In the Vendor drop-down, begin typing to search for and select a Vendor. After the Vendor is selected, the Vendor ID and Vendor Payment Method fields become read-only.
   3. The Date field populates automatically. Click the date picker to select a different date.
   4. In the Location drop-down, begin typing to search and select a location.
   5. Key in a reference number in the Reference Number field.

   6. In the Requestor field, begin typing to search for and select a requestor.

      

   7. Click the date picker to select a Submit Date.
   8. The credit memo Number field populates automatically. Key in a different credit memo number if applicable.
   9. The Amount field populates automatically from the Line Items tab. If the Line Items tab is not used, key in the credit memo amount manually.
   10. Select a payment term from the Payment Terms drop-down.
   11. The Due Date field populates automatically based on selected Payment Terms. Click the date picker to enter a different due date.
   12. Key in a memo in the Memo field.
   13. Key in a description in the Description field.
   14. Select the Do not push to ERP checkbox if the credit memo should not be pushed to your ERP.

   15. Select the Suppress Email Notifications checkbox to disable email notifications for the credit memo.

       

   16. The Address fields will populate automatically based on the selected vendor.
   17. 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.
   18. 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. In the Item Name field, begin typing to search for and select an item name.
   2. In the Unit drop-down, select a unit.
   3. In the Qty field, key in a quantity.
   4. In the Unit Price field, key in a unit price.
   5. If the line item is subject to tax, key in a tax amount in the Tax field.
   6. The Total field populates automatically based on the Qty, Unit Price, and Tax fields.
   7. The Account field populates automatically based on the selected Item Name.
   8. In the Department field, begin typing to search for and select a department.
   9. In the Business Unit field, begin typing to search for and select a business unit.
   10. In the Location field, begin typing to search for and select a location.
   11. In the Project field, begin typing to search for and select a project.
   12. In the Description field, key in a description.
   13. 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. In the Account drop-down, start typing to search for and select a debit account.
   2. Key in 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. In the Location drop-down, start typing to search for and select a location.
   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. In the Account drop-down, start typing to search for and select a credit account.
   2. Key in a percentage 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. In the Location drop-down, start typing to search for and select a location.
   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.