A new Credit Request for a customer can be created from several different places in the system using the following method. The Normal process for entering a new Credit Request is as follows.
• Verify the Credit Request has not been created already. Credit Requests are normally associated with a specific customer invoice (this is the recommended practice), so in most cases, the first step to entering a Credit Request is to verify that the request has not already been created, and that a credit memo has not already been issued for the invoice. This action can be completed using the options which are available in the AR Invoice Lookup prorgram.The Credit Requests for this Invoice or All Credit Requests option will allow you to review the open Credit Requests for the invoice or the customer being processed. The Credit Memos against this invoice option allows you to determine if any credit memos have already been issued against the customer invoice.
• Select the Invoice or the Customer the Credit Request is being created for. If the Credit Request is being issued against a specific invoice, you should find the Invoice Number in the AR Invoice Lookup and select the Credit Requests for this Invoice option. This activates the Credit Request Lookup, which displays any open Credit Requests for the selected Invoice. If you are issuing a credit that does not apply to a specific invoice, you can also create a Credit Request using the Credit Request options in the Customer Manager and Customer Management programs, or using the All Credit Requests option in the AR Invoice Lookup. All options will allow you to select a customer and enter a new Credit Request without having a specific invoice number when this is required. The system will warn you when the request being saved is not tied to an invoice.
• Use the Insert option to create a new Credit Request. At this point, the system activates the Credit Request Detail program and it loads the program with the currently selected customer and invoice (depending on where it is called from). The Credit Request Detail panel is used to record the information about the Credit Request. The Credit Request includes the following information
|
Credit Request Information |
Description |
|
Account/Customer |
The customer requesting the credit. |
|
Original Invoice Number, Line |
The original accounts receivable invoice and optional line item associated with the Credit Request. |
|
Reason Code |
The Reason Code is normally required. The field uses the Gencode Table CREDREQR to validate and control the Reason Codes used for Credit Request processing. Example codes might include Price, Comp (meet comp), Freight, Sat (customer satisfaction). |
|
Rep |
The sales rep for the Credit Request. This information defaults from the Invoice or customer being processed. |
|
Credit Code |
The Credit Code defines the credit memo item number that will be used.for the customer credit if the request is approved. The item number must exist in Inventory, and typical examples might include “Price Adj”, “Freight Adj” and “Meet Comp”. The credit memo items are normally non-stock items. The Credit Code field uses the Gencode Table CREDREQC to validate and control the Credit Codes used for Credit Request processing and the field is required. |
|
Quantity |
The quantity for the credit |
|
Amount |
The amount of the credit (this amount will be multiplied by the quantity field). |
|
Extended |
The total amount for the credit request. |
|
Desc: |
The description for the selected Credit Code from the Gencode table (this description can be different than the Item description in the Catalog file. |
|
Description, Desc2, Desc3 |
Description fields that can be used to describe the reason for the credit request. |
|
Images |
You may attach one or more images or other documents to the Credit Request once it has been saved using the Imaging Button on the Standard Toolbar |
|
Comment |
You may add a Comment or text note to the Credit request once it has been saved using the Comments Button on the Standard Toolbar. |
Once you have saved a new Credit Request you may add a Comment or Images to the record, and you may view and edit the record using the Credit Request Lookup. Other operators in the system may also view and edit the record as required.