Create Credit Memo

Sections

Overview
Main Screen Layout
Basic Information Editor
Credit Memo Details Editor

Overview

A Credit Memo serves the opposite purpose of an Invoice, giving your customer an amount of credit to their account, rather than charging them for services. The interface and functionality is nearly identical to the Invoice creation; in fact, Credit Memos are simply an Invoice Type. The one exception is Billing Records - all Credit Memos are independent of any Billing Records. As with Invoices, Credit Memos can be Exported to your own accounting software. Contact Datex Corporation for more information about setting up your Billing system.

The Create Credit Memo section is where you actually create the Credit Memo, adding Invoice Lines and then Exporting it to your accounting software, if available.

From here you can...

Main Screen Layout

The Create Credit Memo section is divided into two parts: the Basic Information Editor, and the Credit Memo Details Editor.

1. Basic Information Editor

Here you enter basic information about the Owner getting the Credit Memo, dates, and terms.

2. Credit Memo Details Editor

This is where you enter specific information about the recipient, add Invoice Lines, and enter payment information.

Basic Information Editor

Across the top of the screen you will find the standard buttons: Edit to perform an edit to the open Credit Memo, Save to save the work done to the Credit Memo, New to create a new Credit Memo, Cancel to cancel the Credit Memo, and Print to Print the Credit Memo or the Warehouse Receipt Invoice. There is also an Export button, that, if configured, will export the Credit Memo information to your accounting software. Contact Datex Corporation for more information about setting up your Billing system in this way.

Basic Information

Invoice No:	The LookUp Code for the Invoice.
Owner:	A drop-down list from which you can select the Owner for the Invoice.
Project:	A drop-down list from which you can select the Project for the Invoice.
Create Date:	A system-generated field displaying the date on which the Invoice was created.
Invoice Date:	The date on which the Invoice is assigned or printed.
Terms:	Does not apply to the Credit Memo.
Due Date:	Does not apply to the Credit Memo.
Discount Date:	Does not apply to the Credit Memo.
Invoice Status:	A system-generated field displaying the Status of the Invoice.
Payment Status:	Does not apply to the Credit Memo.
Invoice Type:	A system-generated field displaying the type of Invoice (Invoice or Credit Memo).

*Those in red are required fields.

Invoice Totals

These fields are populated by the system once you've entered Invoice Lines.

Subtotal:	The total charge, before adding the Fright charge, the Trade Discount, and the Tax Total.
Freight Total:	The total of all Freight charges added to the Invoice Lines.
Trade Discount:	The total Discount added to the Invoice Lines.
Tax Total:	The total from Taxes added to the Invoice.
Invoice Total:	The final cost for the Invoice. Will be a negative value for the Credit Memo.
Payments:	All Payments made toward the Invoice, as tracked in Footprint.
Balance Due:	The remaining Balance after subtracting the Payments from the Invoice Total.

Credit Memo Details Editor

The Credit Memo must be saved before Invoice Lines can be added.

Header

Bill To:	The Owner's Billing Contact.
Ship To:	The Owner's Contact to whom the Invoice should be sent.
From:	A label stating who the Invoice is coming from. Set to a default value and cannot be changed.
Billing Rep:	The Footprint User who created the Invoice.
Attention Of:	An open field in which you can enter Attention information for the Invoice.
Currency:	A drop-down list from which you can select the Currency that is being charged (Currencies are set up on Footprint install).
Reason:	You can select a Reason Code for the Invoice from the drop-down list. Reason Codes must be configured before you are able to select them (see the Setting Up Reason Codes tutorial).
Purchase Order:	An open field in which you can enter a Purchase Order number for reference purposes.

The Invoice Printed box will be selected once the Invoice has been Printed.

Invoice Lines

Invoice Lines can be added manually by clicking the grey line.

Though all fields are open, as with an Invoice, often all that needs to be done here is selecting the Billing Code, setting the Quantity to 1, and setting the Unit Price to whatever credit you are giving the Owner.

Line Number:	The Invoice Line number.
Operation Code:	The Operation Code associated with the Invoice Line.
Billing Code:	The Billing Code by which you are charging this Line.
Billing Code Description:	A description of the Billing Code used.
Quantity:	The amount of work done for the Invoice Line, measured in units.
Unit Cost:	The Cost per unit for the Invoice Line (does not show up on the printed Invoice).
Unit Price:	The Price per unit for the Invoice Line. Will automatically populate as negative for a Credit Memo.
Trade Discount:	A manually-entered Discount in the chosen Currency, applied to this Invoice Line. You can only choose to enter a Trade Discount or a Percentage Discount, but not both.
Freight:	Any Freight Costs for the Invoice Line.

% Discount:	A manually-entered Discounted Percentage, applied to this Invoice Line. You can only choose to enter a Trade Discount or a Percentage Discount, but not both.
Line Cost:	The total Cost of this Invoice Line (does not show up on the printed Invoice).
Line Price:	The total Price of this Invoice Line.
Tax Schedule:	You can select a pre-configured Tax Schedule from the drop-down list.
Tax %:	Displays the Tax percentage from the Tax Schedule.
Line Total:	The Total of the Invoice Line, after adding all charges and Discounts.
Description:	An open field for a description of the Invoice Line (does not appear on the Invoice).
Notes:	An open field for Notes about the Invoice Line (does not appear on the Invoice).
Account:	A drop-down list from which you can select an Account to associate with the Line.

By right-clicking an Invoice Line, you can choose to remove it from the Invoice.

Invoice Lines Details

An easy to read, non-editable list of basic information about the Invoice Lines.

Line Number:	The Invoice Line number.
Billing Code:	The Billing Code by which you are charging this Line.
Description:	A description of the Billing Code used.
Quantity:	The amount of work done for the Invoice Line, measured in units.
Unit Price:	The Price per unit for the Invoice Line.
Unit Cost:	The Cost per unit for the Invoice Line (does not show up on the printed Invoice).
Line Total:	The Total of the Invoice Line, after adding all charges and Discounts.

Invoice Payments

The Invoice Payments tab lets you keep track of Payments toward the Invoice. This can be tracked just within Footprint, or it could potentially be integrated with your external accounting software. Contact Datex Corporation for more information about setting up your Billing system.

Clicking the New button allows you to add a Payment toward the Invoice.

Note

Invoice Payments should not be needed for Credit Memos.

Payment Type:	A drop-down list allows you to select from Check, Cash, Debit Card, Credit Card, Account, and Wire Transfer.
Amount:	The cash Amount of the Payment.
Payment Date:	The Date the Payment was made.

The Payment List displays the same information as entered above, along with the Footprint User who entered the Payment.

Last Updated:

06/06/2025