Customer Credit Memo form: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2008 only.

Use the Customer Credit Memo form to reduce the amount a customer owes you. Customer credit memos are usually issued as a result of customer returns or refunds, but can also result from journal entries or discounts given after an invoice is issued. For more information, see About customer credit memos.

 Tip   *If you frequently create customer credit memos that contain the same information, you can save a customer credit memo as a template that you can reuse. For more information, see Create a recurring document.

Open the form

  • On the Customers menu, point to New, and then click New Credits and Refunds.

Customize the form

You can customize a Customer Credit Memo form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

 Note   When you save a modified form, Microsoft Office Accounting 2008 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

ShowForm options and descriptions

Option Description
Top section of form
Date Displays the current date. Click the arrow next to Date to open the calendar and select another date.
No. Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. You can enter a different customer credit memo number.
Customer name (Required.) Click the arrow next to Customer name to select the customer name. If you enter the first letters of the name, the list opens to the appropriate name. To add a new customer, select Add a new Customer.
Contact name Displays the primary business contact name in the customer record. If the customer record does not contain a primary business contact, the first contact name with information appears. Click the arrow next to Contact name to select other contacts in the customer record.
*Job name Click the arrow next to Job name to select a job, or select Add a new Job.

 Note   This field is only available if you selected the Use jobs check box in the Preferences dialog box.

Bill to Displays the Bill to address or business address in the customer record. Click the arrow next to Bill to to select other addresses in the customer record.
Phone Displays the primary contact's number, if entered in the customer record. If there is no primary contact on the form, click the arrow next to Phone to select a different number.
Salesperson Click the arrow next to Salesperson to select the salesperson who is responsible for the sale, or select Add a new Employee.
*Exchange rate Displays the exchange rate between the customer account currency and U.S. dollars (USD) when Office Accounting 2008 is set to use foreign currency.
Products and services table
Type Information that you can enter on a line is determined by your selection in the Type column. For each line, click Type  button image , and then select the type of entry you want to add.

ShowAdd an item

If you select Item, the following columns are activated.

Option Description
Name Click the arrow to select an item, or select Add a new Item.
Description You can edit the Description column to describe the item.
Qty. You can enter an integer or decimal quantity. If you enter a negative quantity for an inventory item, you restore the item to your inventory. If you enter a positive quantity, you sell that item to a customer and remove it from inventory. For more information, see Change a quantity on a customer credit memo.

 Note   If you enter a negative quantity, you are crediting the customer's account (for example, -1 for blue jeans). However, the total quantity on the customer credit memo cannot be negative.

Unit Price You can edit the Unit Price column, which shows the sales price level of an item, adjusted for the customer's price levels. You cannot enter a negative price.
Discount Displays the percentage discount from the unit price. You can edit this field. Each line item can have a different discount.
Line Total You can edit the Line Total column, which shows the calculated quantity multiplied by the price, minus the discount. For more information, see Change a price on a customer credit memo.
Tax Displays the information entered on an item record that indicates whether the item is taxable or non-taxable. To change an item's tax status, click the arrow and select Taxable or Non-taxable, or select Add a new Item Tax to add a new item tax code.

ShowAdd a comment

A Comment is an additional line of text that appears on the printed customer credit memo. You can enter a comment to a customer. Only the Description column is activated.

ShowAdd sales tax

Sales Tax is frequently used when there is a product or service-specific tax (for example, hospitality tax) in addition to the regular sales tax. You can add a flat sales tax (amount), which is a tax that does not depend on the value of the sale. Only the Name, Description, and Line Total columns are activated.

Option Description
Name Click the arrow to select a sales tax, or select Add a new Tax Code.
Description You can edit the Description column to describe the tax.
Line Total You can edit the Line Total column. For more information, see Change a price on a customer credit memo.

ShowAdd an account

An Account is a financial account and can be used to track financial transactions. It can also be used when you sell items from a financial account and do not want to set up an item, or when you offer an item discount on the total customer credit memo versus individual line items. You can add an account to which you can post directly for a product or service that you handle only financially. Only the Name, Description, Qty., Unit Price, Line Total, and Tax columns are activated.

Option Description
Name Click the arrow to select an account, or select Add a new Financial Account.
Description You can edit the Description column to describe the item.
Qty. Type a quantity for the line item if it is necessary. The field cannot remain blank. Type 0 if you do not want to enter a quantity.
Unit Price Type a unit sales price if necessary. The field cannot remain blank. Type 0 if you do not want to enter a unit price. Round the amount to two decimal places if you enter the price.
Line Total Displays the calculated total for this line. You can enter information directly into the field without entering information in the Qty. and Unit Price fields.
Tax Click the arrow to select whether this line item is taxed or not, or select Add a new Item Tax to add a new item tax code.

ShowModify the table

You can make some changes directly in the Products and services table:

Option Description
Delete a line Select a line, right-click, and then click Delete on the shortcut menu. To delete a line on a saved customer credit memo, you must edit it.
Insert a line Select a line, right-click, and then click Insert on the shortcut menu. A new line is inserted above the selected line. To insert a line on a saved customer credit memo, you must edit it.
Move a column Click the column heading and drag it to where you want it.
Bottom section of form
Memo Type additional comments or information about the customer credit memo for your records only. If you send the customer credit memo to a customer, the memo does not appear.
Reference You can reference a customer document. This information prints on the form.
Add Links Click Add Links to link customer-related records, files, reports, or pictures to the customer credit memo. Only the application icon and document name appear in the field. If you open a link, you are opening the original document or report, not a copy. To delete a link, highlight the link name, and then press DELETE.
Tax group Displays the tax group information, if tax group information is entered on the customer record. Click the arrow next to Tax group to select another tax group, or select Add a new Sales Tax Group.
Price level Displays the price level information entered in the customer record. Click the arrow next to Price level to select a price level, or select Add a new Price Level.
*Class The Class field is available if you selected to track your revenues and expenses by class in the Preferences dialog box. Click the arrow next to Class to select a class, or select Add a new Class.
Sales tax (Read-only.) Displays the total sales tax of the customer credit memo.
Total

(Read-only.) Displays the total price of the customer credit memo including sales tax.

*When Accounting 2008 is set to use foreign currency, displays the amount in the customer account currency.

*Total (USD) (Read-only.) Displays the total price of the quote in U.S. dollars (USD) when Accounting 2008 is set to use foreign currency.

For more information about using foreign currency in Accounting 2008, see Use foreign currency.

Additional actions

ShowActions menu commands

On the Actions menu, you can select the following commands.

Click To
New Customer Credit Memo Create a customer credit memo.
Edit Edit a saved customer credit memo.
Void Void a saved customer credit memo.
Create From Create a customer credit memo from an invoice.
Issue Refund On a saved Customer Credit Memo form, click to open a Customer Refund form.
*Recurring Click to save the document as a template that you can reuse.
Transaction History Open the Transaction History report for the open record.
Transaction Journal Open the Transaction Journal report for the open record.
E-Mail Credit Memo Send customer credit memos in e-mail.
Export to Word Export a customer credit memo to Word.
Manage Word Templates Open the Manage Microsoft Office Word Templates dialog box to manage Word templates by creating, modifying, or editing different customer credit memo templates for use in Word.
*Manage E-Mail Cover Letters Open the Manage E-Mail Cover Letter dialog box to manage the messages that are included when you send customer credit memos by e-mail.

Related topics

Create a cash sale
Create an invoice
Apply a finance charge to a late or unpaid invoice
Apply a customer credit to an invoice
Modify record and transaction forms
 
 
Applies to:
Accounting 2008