This article only applies to organizations that do not have Display Credit Memos in Payment Runs in the Miscellaneous Tab of System Preferences.
The Payment Run page provides a list of approved AP invoices. From this page, users can apply credit memos and discounts, create payments, print checks, and produce ACH and positive pay exports for selected invoices. For more information, see Payment Run Overview.
Approved AP credit memos can be applied to invoices on the payment run. Available credit memos are indicated with a C in the C/D column of the Invoices table.
Security
The following permissions is required to apply a credit memo in a payment run:
Accounts Payable → Payment Runs → Credit/Edit Payment Runs
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Apply a Credit Memo in the New Payment Run Form
In the new payment run form, the Apply discounts / credits icon in the Vendor column opens the Apply side panel for the invoice. The Credits & Open Payments grid in the side panel lists the credits available for that invoice.
To apply a credit memo in the side panel, follow these steps:
Click steps to expand for additional information and images.
1) Find the invoice in the Transactions grid.
Open the payment run and locate the invoice that should receive the credit memo.
2) Open the Apply discounts / credits side panel. To do this, hover over the vendor name and click the open panel button that appears.
The Apply side panel opens for the invoice.
3) Review the Credits & Open Payments grid.
By default, the grid shows credits for the same location as the invoice. The Location column filter is set to the invoice's location.
To show credits from other locations, add the locations with the Location column filter.
4) Filter the grid, if needed.
Use the column filters to narrow the list. Filters are available for Type, Remaining, Apply date, Apply amount, and Number.
5) Apply the credit memo to the invoice.
Select the Apply checkbox for each credit to apply to the invoice. The Apply date fills in with the current date. The Apply amount fills in with the full credit amount or the amount still needed to cover the invoice, whichever is less. To apply a different amount, enter it in the Apply amount field. The Apply checkbox selects automatically. The Check total decreases by the amount applied. When the applied credits cover the full amount, the Check total shows $0.00.
Select Save apply to confirm. Select Cancel to close the panel without saving.