AP Credit Memo Form Details

The AP Credit Memo record contains the fields, tabs, and actions used to enter, review, and process a vendor credit. The same record is used in the Accounting and Inventory apps. For a general overview of the feature, see AP Credit Memo Record Overview.

From this page, users can:

Create a Credit Memo
Edit a Credit Memo
Delete a Credit Memo
Review and Approve a Credit Memo
Duplicate an AP Invoice or Credit Memo
Void and unvoid a credit memo — see Void a Transaction
Complete and unlock a credit memo — see Complete a Transaction

Security

Users must have at least one of the following permission(s) to view the AP credit memo form::

Accounting:

Accounts Payable → AP Invoices → View AP Credit Memos Within Accounting (Accounting app)

Inventory:

Food → AP Invoices → View AP Credit Memos Within Food (Inventory app)

Additional permissions gate specific fields, tabs, and actions on the form, including editing, creating, approving, unapproving, voiding, unvoiding, completing, unlocking, and deleting a credit memo.

AP credit memo full permissions list

Accounting:

Accounts Payable →
- AP Credit Memos
  - View AP Credit Memos Within Accounting
  - Edit AP Credit Memos
    - Edit Non-EDI AP Credit Memos
    - Edit EDI Credit Memos
  - Create AP Credit Memos
  - Assign Missing Items
  - Approve AP Credit Memos
  - Unapprove AP Credit Memos
  - Void AP Credit Memos
  - Unvoid AP Credit Memos
  - Delete AP Credit Memos
    - Delete Non-EDI AP Credit Memos
    - Delete EDI Credit Memos

Inventory:

Food →
- AP Credit Memos
  - View AP Credit Memos Within Food
  - Edit AP Credit Memos
    - Edit Non-EDI AP Credit Memos
    - Edit EDI Credit Memos
  - Create AP Credit Memos
  - Assign Missing Items
  - Complete AP Credit Memos
  - Unlock AP Credit Memos
  - Approve AP Credit Memos
  - Unapprove AP Credit Memos
  - Delete AP Credit Memos
    - Delete Non-EDI AP Credit Memos
    - Delete EDI Credit Memos

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.

Navigation

Navigation Steps - Inventory

Open the Inventory app.
Select Invoices.
To open a new invoice, click Create and select Credit Memo.
OR
To open an existing Invoice, click an AP credit memo from the grid.

Navigation Steps - Accounting AP Transactions

Open the Accounting app.
Expand Accounts payable.
Select AP Transactions (New).
To open a new invoice, click Create and select AP credit memo.
OR
To open an existing invoice, click an AP credit memo from the grid.

Navigation Steps - Accounting All Transactions

Open the Accounting app.
Expand Transactions.
Select All Transactions.
To open an existing invoice, click an AP Credit Memo from the grid.
AP Credit Memos cannot be created directly from this page. However, they can be created using the Create button at the top of the screen.

Page Buttons and Fields

Header

	Button/Field	Description
1	Approval Status	Displays whether the credit memo is Approved or Unapproved.
2	Progress Status	Displays whether a credit memo is Completed or In progress.
3	Complete	Marks the credit memo as complete which locks the credit memo from editing as awaits approval. When a credit memo has been marked as Complete, it must be Unlocked to edit again. The button will change to an Unlock button.
4	Save	Saves the credit memo. The dropdown options include Save & Close and Save & New.
5	Approve / Unapprove	Approves the credit memo. The dropdown options include Approve & Close and Approve & New. Appears when the credit memo is unapproved. When the button is Unapprove, it revereses the approval on the credit memo. Replaces Approve once the credit memo is approved. See Approve and Unapprove a credit memo.
6	Menu	Opens additional actions. The available actions change based on the credit memo's status. See the Actions Menu section below.
7	Location	The location the credit memo belongs to.
8	Vendor	The vendor the credit memo was received from.
9	Credit Memo Date	The date printed on the vendor's credit memo.
10	GL Date	The date the credit memo posts to the general ledger.
11	Credit Memo total	The total amount listed on the credit memo. Updates as the Credit memo amount field is edited.
12	Line items Total	Total number of line items—items or accounts—added to the credit memo.

Availability depends on whether the credit memo is saved, completed, and approved.

Option	Description
Duplicate	Creates a new credit memo using the current record's information. Appears on saved, unapproved credit memos. See Duplicate an AP Invoice or Credit Memo.
Spread	Opens the Spread transaction window, used to divide a credit memo amount across multiple future dates or locations. Available in the Accounting app only. Relabels to View spread settings once the credit memo has been spread.
Delete	Deletes the credit memo. Appears on saved, unapproved credit memos. Not available once approved, and not available for a completed credit memo in the Inventory app. See Delete a Credit Memo.
Void	Reverses an approved credit memo by creating an offsetting transaction. Available in the Accounting app only, once the credit memo is approved. See Void a Transaction.
Unvoid	Reverses the void. This button only appears on a voided transactions. Available for Accounting only.
Email link	Sends a link to the credit memo by email.
Transaction summary	Opens a summary report of the credit memo.
Check stub reprint	Reprints the check stub associated with the credit memo. Appears once the credit memo is approved.

General Information Tab

When the vendor record includes entry instructions, an instructions banner appears above the fields.

	Button/Field	Description
1	Location*	The restaurant location the credit memo applies to.
2	Vendor*	The vendor issuing the credit. Selecting a vendor displays the vendor's address below the field.
3	Credit memo number*	The vendor-issued identifier for the credit. If a number is not provided on the document, a value must be entered manually. R365 checks this number against other credit memos for the same vendor when the record is saved, updated, or reopened. Depending on the Duplicate AP Invoice and Credit Memo Numbers preference in System Preferences, a matching number and vendor combination displays a warning banner or blocks the save with an error message.
4	Credit memo amount*	The total credit amount. Displays the amount already applied to invoices below the field.
5	Document date*	The date on the credit memo.
6	GL date*	The date the credit memo posts to the general ledger.
7	Comment	An optional note about the credit memo.
8	1099 amount	The portion of the credit memo amount reportable on a 1099. Appears only for vendors configured as a 1099 vendor
9	1099 form	The 1099 form type associated with the vendor. Appears only for vendors configured as a 1099 vendor
10	1099 box	The 1099 box the amount reports under. Appears only for vendors configured as a 1099 vendor
11	Custom Fields	Appears only when custom fields are enabled and configured for the record. These contain all the custom fields available to this form. This section is collapsible. To manage custom fields, click the gear button.

Duplicate Credit Numbers
When a credit memo shares the same credit memo number and vendor as an existing credit memo, the system will handle it differently depending on the setting on the Duplicate AP Invoice and Credit Memo Numbers preference on the System Preferences Miscellaneous tab. The following settings determine the outcome:
Allowed - The credit memo still saves with the duplicate number.
Allowed with warning - Displays a warning—"A credit memo for this vendor with the same credit memo number already exists." The credit memo still saves.
Not Allowed - The credit memo cannot save until the number is corrected.

Attachments

Upload or view any attachments added to the invoice. This tab stores files attached to the credit memo record.

Add Existing Attachment

Add an existing attachment from Docs to Process by clicking Attach existing document. This opens the Documents to Attach side panel. Select from the options to add to the credit memo.

Deleting an attachment that was added from Docs to Process prompts a confirmation. Select whether to:

Restore the file to Docs to Process. The file will be removed from the credit memo but remain available in Docs to Process.
Delete the attachment entirely. It will be removed from the credit memo and no longer appear in Docs to Process.

Drag and Drop Attachments Anywhere

When adding attachments to an AP credit memo form, users do not have to drag and drop to the Attachment tab. Files can be dragged and dropped anywhere on the form. The file will upload, and the attachment will appear under the Attachments tab.

Line Items Tab

Lists all the items or GL accounts that have been added to this credit memo. The columns on the Line items tab depend on the vendor's Entry setting, shown as a Vendor type badge.

Vendor type: GL account

Column	Description
GL Account	The general ledger account the line amount posts to.
Location	The location associated with the line.
Total	The dollar amount of the line.
Comment	An optional note about the line.
Start day of service	The first date of the service period being credited or refunded. Available when Display Accrual During AP Entry is enabled on the System Preferences Miscellaneous tab.
End day of service	The last date of the service period being credited or refunded.Available when Display Accrual During AP Entry is enabled on the System Preferences Miscellaneous tab.

Vendor type: By item

Column	Description
In Line Alert	When there are any alerts, such as a missing item indicator, It will appear in the space before the first column. Filter for all Unlinked Items using the Unlinked Items quick filter.
Item	The purchased item associated with the line.
Vendor Item #	The vendor's identifier for the item.
U of M	The unit of measure for the line quantity.
Qty	The quantity credited.
Each	The per-unit price.
Total	The dollar amount of the line.
GL Account	The general ledger account the line amount posts to.
Location	The location associated with the line.
Comment	An optional note about the line.
Start day of service	The first date of the service period being credited or refunded. Available when Display Accrual During AP Entry is enabled on the System Preferences Miscellaneous tab.
End day of service	The last date of the service period being credited or refunded.Available when Display Accrual During AP Entry is enabled on the System Preferences Miscellaneous tab.

Apply Tab

Used to apply an invoice to the credit memo. Displays Date, Invoice number, Location, Invoice amount, Amt Remaining, Apply Date, and Apply Amount columns. Appears for Accounting-permissioned users.

Distribution Tab

Displays the general ledger distribution for the credit memo. Appears only after the credit memo has been saved. Shows columns for Account, Debit value, Credit value, Location, Legal entity, and Comments. This tab is only available for accounting users.

Spread Details Tab

Displays the transactions generated when the credit memo is spread. The Spread details tab appears as long as the credit memo has been spread, even if the spread recurrence has not occured. The spread transactions appear once they occur and once the credit memo is approved. Spreading is only available for accounting users.

Column	Description
Spread type	The type of transaction generated by the spread: Reversal, Memorized, or Recurrence.
Date	The date of the generated transaction.
Number	The transaction number of the generated transaction. Clicking the number opens the transaction.

Document Issues Tab

Appears on the credit memo when an attachment has been uploaded. From this tab, add or view logged document issues. See Resolve Document Issues in AP Transactions.

When an issue is added, select the document with the issue, select the issue or enter the issue in Custom Issue. The document issues can be resolved or deleted.

Alerts Tab

Lists price variance alerts for line items on the credit memo. See Vendor Contract Price Verification for how price variance alerts are triggered.

Spread Transaction Window

Opens from the menu when Spread is selected. Available with accounting access.

	Button/Field	Description
1	Spread recurrence*	How often the spread repeats. Defaults to None.
2	Spread account*	The general ledger account used for the spread entries.
3	Times to repeat*	The number of times the spread repeats. Defaults to 1.
4	Create X days in advance*	The number of days before each spread date that the transaction is generated. Defaults to 0.
5	First spread date*	The date of the first spread transaction. Defaults to the credit memo's document date.
6	Last spread date	The date of the final spread transaction. Not editable when Spread recurrence is None.
7	Spread amount	The dollar amount included in each spread transaction. Defaults to the full credit memo amount.