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Home > Accounts Payable > Job Aids > Creating a Credit Memo
Process
This job aid describes the various steps to create a credit memo for procurement transactions, for example POs, DOs and CTs. Credit memos are recorded in CORE as “inverse” payments. A PRN transaction will be generated when the inverse payment request is created via the matching process.
IMPORTANT NOTICE:
Please DO NOT enter a negative RC transaction for returned items. CORE does not need the RC for the three-way match when recording a credit memo on a returned item.
Navigate to the Global Search Bar and type INSRCH.
In the Invoice Search screen.
Enter Transaction Code.
Enter Transaction ID.
Enter Transaction Dept.
Click the Apply button.
2. The Award Transaction will appear in the grid.
Expand 3 dot menu on the right side of the selected transaction.
Open Related Pages menu.
Click on Select Lines to Invoice.
3. Select appropriate line(s) by checking the box to the left of the transaction(s).
Click Invoice button in the top right of the screen.
4. Create Transaction page will load.
From the Create Transaction Page:
Verify Transaction Dept auto populated.
Verify Auto Numbering is checked.
Enter Transaction Unit (if needed).
Click Continue.
5. Select the Header Tab.
Transaction Name and Description fields prepopulate with information from the referenced Award Transaction. (Modify if needed)
Enter Vendor Invoice Number.
Enter appropriate Invoiced Date.
Click Save.
6. Select the Vendor tab.
Click the Caret to expand options.
Select the General Information sub section.
Select appropriate Address Code from Picklist
Click OK.
Select Disbursement Information sub section.
Select appropriate Handling Code from Picklist.
Select appropriate Disbursement Category from picklist.
Please leave Single Payment set to NO. (this ensures payment will be combined with the next payment to vendor)
7. Select the Commodity Tab.
Click the Caret to expand options.
Verify the Reference sub section auto populates appropriate Award Transaction and Commodity Line.
Set Reference Type to Inverse.
Enter credit invoice amount in appropriate field. (Invoiced Service Contract Amount or Invoiced Quantity)
Ensure that credit amount is entered as a negative number.
8. Select Commodity Information sub section.
Click the Caret to expand options.
Enter Vendor Invoice Line for credit memo.
Select appropriate Condition Code from picklist.
Enter Reason.
Enter Check Description. (If required)
Enter appropriate Service From and Service To date fields.
Click Validate button.
9. Error message (A646) will populate after Validating. (this is just to confirm invoice amount is negative.)
This does not need to be corrected.
Correct any subsequent errors as needed.
Click Submit for approval.
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