You can automatically create a credit memo invoice while voiding an Accounts Payable check. This precludes having to manually create the credit memo invoice after the check is voided. Invoices are reopened for payment once the void check is updated to the General Ledger.
- From AP Payment Wizard, select Create a New Batch, and then click Next.
- Select Void as the Batch Type, and then click Next.
- Select the Company #, if applicable.
- Enter the Cash Account from which you will be voiding checks, and the Void Date you want to use for this Void Batch.
- Click Add New to open up a row in the Check list you want to void.
- Enter the Accounts Payable Check you want to void.
- Notice the Create Credit Inv check box at the end of the row. Select this check box to automatically create Credit Memo invoices for all invoices that were paid with this Accounts Payable check.
- This check box is available only if the Accounts Payable check you are voiding was an “Applied to Invoices” check (and not an “Applied to Expenses” check).
- Once you are through entering the Accounts Payable checks to include in this Void Batch, click Next.
- Enter any Notes to store with the batch, and then click Finish to save the Void Batch.
- When this Void Batch is updated to the General Ledger, the system reopens the original invoices for payment and also creates credit memo invoices that will cancel out the original invoices.
- A payment record will have to be generated to clear these items from the open list of invoices. You can either create a separate Payment for these that will total $.00 or these invoices will appear on the next Payment created for the vendor.
Note: You cannot create a credit invoice for a check that includes an Alternate Payment Invoice.
The Invoice number created for the credit memos is consistent with the way the number would have been generated if the credit was entered manually (CM will be appended to the front of the original invoice number.)
The original invoice date and due date are used in order to match against the original invoice(s).
The Posting Date may be different if the Dates of Valid Data Entry for Accounts Payable set up in the Fiscal Year Setup area does not include the original posting date. If this is the case, the current date is used as the posting date.