Credit Memos

A credit memo is a non-posting transaction which is used to receive product back from a customer, issue a credit to a customer, or both. Acctivate uses a credit memo to track the initial request for a credit, then a credit invoice is created which gives a credit to the customer's account and adds quantities back into inventory.

Sales List

The Sales list can be found by clicking Sales in the left menu of Acctivate. The Sales list allows you to filter, sort and view credit memo information.

Credit Memo Entry

Credit memos can be created in various ways; however most users will find the following methods are the most common way to start the creation of a credit memo in Acctivate:

Start with the Customer List:
1. Using the Customer List in the left menu, search for and select the Customer you want to create a credit memo for.
2. Use the +Create... menu to select Credit Memo
3. The Enter Credit window will appear with the customer added to it.
Start in the Enter Credit Memo window:
1. Select Enter Credit Memo from the Sales menu at the top of Acctivate.
2. Click New in the window that appears.
Create a Credit from the Enter Sales Order window:
1. Open an open or completed Sales Order in the Enter Sales Order window.
2. Use the +Create... menu to select Credit Memo.
3. The Enter Credit will appear with the original customer and sales order products listed on it. Lot/serial numbered products will also have their lot/serial numbers copied to the credit memo. You can remove products or edit the product quantities, as necessary.

Once the Enter Credit window appears, use the Credit Memo Fields Guide to fill out the necessary credit memo fields.

In addition to the above steps, there are additional ways to enter a Credit Memo:

Credit Memo Fields

Header Section

The Enter Credit header section is visible at all times and includes information such as the credit number, credit memo date, and customer.

Field	Field Type/ Length	Definition
Credit #	Text / 40 Characters	Required. The Credit # field will automatically assign the next Credit # when you Save the Enter Credit window. The credit number assigned will be based on the Order sequence in the Company Numbers section of the Configuration Manager; credit memos and orders use the same numbering sequence. You can enter your own credit number before or after saving as long as it isn't a duplicate.
Customer	Text / 41 Characters	Use the Magnifying Glass to lookup and select a customer. Alternatively, you can type in the customer. If a match isn't found you will be asked if you want to create the customer.
Date	Date	The date the credit memo request was received from your customer. This can be back dated to match the date the credit request was received. Different than the credit's entry date which can be found on the Additional Info tab.
Location	List	Displays a list of locations saved in the Ship To tab of the Edit Customer window.
PO	Text / 25 Characters	The customer's PO number.
Ref	Text / 30 Characters	An additional reference field. A default Reference can be defined in the Reference field in the Customer tab of the Edit Customer window.

Detail

The Detail section of the Credit Memo includes the customer's Bill To, Ship To, and Contact information as well as the Ship Via.

Field	Field Type/ Length	Definition
Billing Address	Text / Up to 5 lines, 41 Characters per line (500 for QuickBooks Online)	The Billing Address comes from the Billing Address field in the Edit Customer window. This field can be manually overridden.
Shipping Address	Text / Up to 5 lines, 41 Characters per line (500 for QuickBooks Online)	The Location field at the top of the Credit Memo window will determine which Shipping Address is displayed. You can change the Location field or manually overwrite the Ship to Location.
Contact Name	List or Text / 50 Characters	The contact for this Credit Memo. The Contact Name field will display a list of the Customer's Billing contact, Ship To contacts, and additional Contacts from the Contacts tab of the Edit Customer window. You can type in a contact for this Credit as well, however it will not be saved to the Edit Customer window.
Contact Phone	Text / 50 Characters	The contact phone number for this Credit Memo.
Contact Fax	Text / 50 Characters	The contact fax number for this Credit Memo.
Contact Email	Text / 253 Characters (100 for QuickBooks Online)	The contact email for this Credit Memo. This will be the email used for any documents emailed from the Credit Memo window, including invoices.
Ship Attn	Text / 50	The Ship To Attention for this Credit Memo. Will default based on the Ship To Location, but can be overridden.
Terms	List	Required. Defaults to the customer's terms code if one is assigned Credit tab. The list includes all Terms Codes setup in QuickBooks.
Branch	List	Required. Defaults to the customer's default Branch if one is assigned (Customer tab of the Edit Customer window).
Ship Via	List	The Shipping method to be used for the credit memo.
Service	List	Display's the Carrier and Carrier service to be used for shipping. The Ship Via can be configured to set a default Service.
Requested	Date	The Requested Ship date represents the date the customer should ship the returned products by.

Detail Grid

The Detail grid is where product details are entered.

A row of buttons appear above the right side of the grid:

Move: The Move button allows you to insert rows, move the selected row up or down, or delete the selected row.
Options: The Options button contains a menu of options for the grid:
- Find: When the sales order is not in edit mode you are able to search the order lines. Using the Find option will filter down the rows to show only those that match the Find text.
- Send to Excel: Exports the order grid as an Excel file.
- Restore Grid Settings: Restores the grid back to its default columns and sizing.
- Show Columns: Lists the optional columns which can be hidden or shown. Requires a System Administrator to change and the selected columns apply to all users.

Field	Field Type/ Length	Definition
Type	List	P = A product from inventory (both inventoried and non-inventoried) N = Non-standard product. This allows you to enter a product that does not exist in Acctivate or give a credit for a product that does exist in Acctivate while not affecting the inventory. C = Miscellaneous Charge (Item type of Shipping, Labor, Other) * = Note (Not a product but a note line on the credit)
Product ID	Text / 159 Characters	Use the magnifying glass button to open the product lookup window, or type in the Product ID.
Description	Text / 4095 characters	The product's description. Will default to the description used in the Edit Product window, but can be overridden per credit memo if the Allow Product Description Change Sales Order option is enabled.
Instructions	Text	The Special Instructions field is a lengthy text field allows line specific instructions to be recorded. Use the ellipsis lookup button to 'pop out' the window for easier authoring and viewing of the special instructions.
Reference	Text / 30 Characters	The Reference field allows entering reference information per credit memo line.
W/H	List	After adding the Product to the credit memo, you can choose the warehouse the product will be returned to. If the Branch has a default warehouse associated with it, the product will use that warehouse if it's stocked in it. If the product is not stocked in the Branch's default warehouse, then you will be asked if you want to add the warehouse to the product. Yes: The Branch's default warehouse will be added to the product and it will be used on the credit memo line. No: The warehouse will default to the first warehouse in the list of warehouses the product is stocked in. When using the Product lookup window to add a product to the warehouse (by clicking the ellipsis button in the Product ID field), if the Available in filter is set to a warehouse or "Any" and you select a row, the warehouse of the row is used. For example, a product would appear twice in the product lookup window if it's stocked in the "D" and "F" warehouse and the filter is set to "Available in". Selecting the product row for the "F" warehouse will add the product and use the "F" warehouse, regardless of the Branch's default warehouse.
Location	List	The location the product will be returned to. This field will default to the primary stocking location for the product's warehouse. Use the Location list to select a different location.
Qty	Numeric	The quantity being returned by the customer or being credited for. Should be entered as a negative number. E.g. "-2" means two are being returned/credited.
U/M	List	The sales unit of measure. Will default to the sales unit of measure defined in the Edit Product window, but can be overridden per credit memo.
Length	Numeric	This is a read only field displaying the length of one stocking unit of the product.
Weight	Numeric	This is a read only field displaying the weight of one stocking unit of the product.
Pr Cd	List	The Price Code field will default to a price code if the customer is eligible for a price code assigned to the product, see Sales Price Selection. Use the magnifying glass button to view all the price codes available for the product and make a selection. The price code field will display one of the following symbols : An asterisk means the product's List Price is being used. !: A customer specific price is being used -: A manually entered price was entered Price Code*: If a price code is selected you will see the price code.
Price	Numeric	The price to be credited for this product. Should always be a positive number. If a credit memo is created from a sales order, the sales order price will be used. Otherwise, the standard Sales Price Selection process will apply.
U/M	List	The unit relating to the products price.
Pr Qty	Numeric	The Price Quantity field displays the number of pricing units which make up the credit quantity. E.g. a credited qty of -120 Ea priced at $20 per Dz, would result in a Price Quantity of -10. The price multiplied by the price quantity results in the total line amount. Products configured for variable pricing, such as weight and length based pricing, will allow you to manually enter the Price Qty.
% Off	Numeric	A number entered in this field will be interpreted as the percentage off of the Credit line's income amount. E.g. "10" would result in a 10% off (or addition if a credit line) of the total line amount.
Class	List	The Product Class for the credit memo line. This will default to the product's Product Class. If the Allow Product Class Change on Order Entry sales order option is enabled, you can change the Product Class for this credit memo. This Product Class will be used on the credit invoice and used for sales reporting. Changing the product class on a credit memo will affect which income and COGS account is used if your income and COGS accounts are linked to Product Classes.
Cost	Numeric	The current Average Cost, Last Cost, or Management cost for the product and warehouse. The cost used is selected from the Options menu above the grid.
Margin	Numeric	The Margin amount based on the current Average Cost, Last Cost, or Management cost for the product and warehouse. The cost used is selected from the Options menu above the grid.
Margin %	Numeric	The Margin percentage based on the current Average Cost, Last Cost, or Management cost for the product and warehouse. The cost used is selected from the Options menu above the grid.
Amount	Numeric	The total line credit amount calculated by Acctivate.
Tax	Checkbox / List	In US editions, if there is only one taxable and one non-taxable tax code then a checkmark will be displayed for taxable lines. If more than one taxable or non-taxable tax code exists then a tax code list will be displayed. In VAT editions, the tax code list will always be displayed. The tax code determines if tax will be charged on this credit memo line.

While on a credit memo detail line, a Detail tab will appear in the footer of the credit memo window. This footer contains read-only information such as the Product image, Product ID, Primary UPC, Primary Alt Product ID, Customer Product ID, Description.

Buttons and Links will also appear for the following information:

Components: The Components button can be used to view/edit Kit or Assortment components.
Substitutions: The Substitution button allows for quickly substituting the current order line product for another product.
Drop Ship or Special Order PO links: Open the related Drop Ship or Special Order PO created for this line.

If a Product has a Control Type of Lot Numbered, Serial Numbered or Numbered When Invoiced, the Lot/Serial #'s tab will appear in the footer of the Sales Order. You must indicate which lot or serial numbers were returned. You should receive the lot/serial numbers into the original warehouse they were sold from, then perform an inventory transfer if necessary.

Field	Field Type/ Length	Definition
Lot/Serial	Text/List / 40 Characters	If a Lot or Serial Numbered Product, the drop down list will display all lot/serial numbers; whether on hand or previously sold. Select the lot or serial numbers being returned. If the product is Numbered When Invoiced, the field is a text field which allows you to enter the lot/serial number which are being returned. Alternatively, you can use the "Generate Serial #'s" button to automatically generate serial numbers for a range of serial numbers being returned.
Qty	Numeric	The quantity in stocking units. This should be a negative number on a credit memo.
Weight	Numeric	If the product is Catch Weight Priced, you will be able to enter the weight (as a negative number) of this lot/serial number being returned which will be used for determining the credit line amount.
Location	List	Select the location this lot/serial number quantity should be added back into.
Exp Date	Date	This displays the lot/serial number's expiration date. If the product Control Type is Number When Invoiced, you can enter the expiration date, otherwise this field is not editable. Shows in the grid if the Lot/Serial number is Numbered When Invoiced; otherwise, use the Edit Lot/Serial button to edit this information.
Reference	Text / 50 Characters	This displays the lot/serial number's Reference text. If the product's Control Type is Number When Invoiced, you can enter text in this field, otherwise this field is not editable. Shows in the grid if the Lot/Serial number is Numbered When Invoiced; otherwise, use the Edit Lot/Serial button to edit this information.
Specification	Text	This displays the lot/serial number's Specification text. If the product's Control Type is Number When Invoiced, you can enter text in this field, otherwise this field is not editable. Shows in the grid if the Lot/Serial number is Numbered When Invoiced; otherwise, use the Edit Lot/Serial button to edit this information.

If custom fields exist for order details, the available custom fields will be displayed here.

Alternatively, you can add custom detail fields into the credit memo grid using the Options menu above the upper right of the grid.

The Enter Credit Memo's Order Instructions tab includes credit memo instructions.

Field	Field Type/ Length	Definition
Comment	Text/List / 101 Characters	Comments will print on customer facing credit forms. Pre-defined comments can be setup in the Sales Order section of the Configuration Manager for selection, or you can type in your own comment per credit memo.
Special Instructions	Text	Special Instructions are internal instructions which do not print on any customer facing forms.
Shipping Instructions	Text	Shipping Instructions can be used to record information about how the credit is to be shipped. Prints on all forms except the credit invoice.

Order Totals

The credit totals display in the bottom right.

Field	Field Type/ Length	Definition
Subtotal	Numeric	The sum of all line amounts. Read-only.
Discount	Numeric	The discount field can be used to give a discount off of the subtotal. The number entered into the discount field will be interpreted as either a dollar amount discount or percentage amount discount based on the Discount type configuration in the Sales Order Options section of the Configuration Manager, however you can easily enter either type of discount by entering a $ symbol before the number entered or a % symbol after the number entered. Discounts will sync to the income amount defined in the Branch section of the Configuration Manager.
Tax	List	The Tax field will default to the Tax Category assigned to the customer's Ship To address in the Edit Customer window. Use the drop down list or begin typing to find a matching Tax Category. If, when typing, a match is not found then the list will be displayed so a selection can be made. See the note in the Sales Order Totals docs about tax rounding.

Shipping

The Shipping tab displays the Shipping Information from the Detail tab as well as some additional shipping related fields.

Field	Field Type/ Length	Definition
Shipping Address	Text / Up to 5 lines, 41 Characters per line	The Location field at the top of the Enter Credit window will determine which shipping address is displayed. You can change the Location field or manually overwrite the Shipping Address field.
Ship Attn	Text / 50	The ship attention for this credit memo. Will default based on the ship to Location, but can be overridden.
Ship Via	List	Ship Via to be used for the credit memo.
Service	List	Display's the Carrier and Carrier service to be used for shipping. Ship Via can be configured to set a default Service.
Route	List	A credit can be assigned to a delivery route. Routes are configured in the Sales Order section of the Configuration Manager. This field will default to the Route assigned to the customer's ship to location in the Edit Customer window.
Stop	Numeric	The stop number indicates which stop on the Route this Credit will be. For example, 4 would indicate this credit will be the fourth stop on the route selected. This field will default to the Stop assigned to the customer's ship to Location in the Edit Customer window.
FOB	Text / 25 Characters	The FOB ("free on board") will default to the FOB default in the Order Options section of the Configuration Manager. It can be overwritten.
Location Note	Text	This field is not editable in the Enter Credit window. This displays the saved note in the Misc tab of the Ship to Location in the Edit Customer window.

Customer

The Customer tab displays customer related information including the credit status of this Credit.

Field	Field Type/ Length	Definition
Billing Address	Text / Up to 5 lines, 41 Characters per line	The Billing Address comes from the Billing Address field in the Edit Customer window. This field can be manually overridden.
Contract	List	A contract is a pricing mechanism that can be setup on the Prices tab of the Edit Customer window. Contracts can be used to affect product pricing or to default header information such as Invoice discounts and terms codes.
Mktg Code	List	The Marketing Code is used to track which marketing efforts brought in the original sales order that this credit memo is associated with. Marketing codes can be defined in the Sales Order section of the Configuration Manager. A customer can be assigned a default Marketing Code in the Sales tab of the Edit Customer window. Can be overridden as necessary.
Code	List	The Tax Code field displays the tax code for the credit memo. The tax code will default based on the tax code assigned to the customer on the Customer tab of the Edit Customer window. If a non-taxable tax code is selected, no tax will be credited on the credit memo. If a taxable tax code is selected, tax will be credits on the taxable lines at the rate determined by the Tax Category.

Additional Info

The Additional Info tab can be used to store additional reference information. Credit Memo Custom Fields are displayed here.

Field	Field Type/ Length	Definition
Web Credit #	Text / 40 Characters	The Web Order Number will store the web store order number. Typically, this would be filled in if the credit memo was created from a sales order that was imported from a web store or the credit was imported from a web store (supported by some web stores, but not all).
EDI Store #	Text / 41 Characters	A read only field which displays the "Mark For Store" location ID of a credit memo created from a sales order that was create via an 850 EDI Transaction.
Class	List	The QuickBooks Class to be assigned to the Credit Invoice Header. This will default based on the QuickBooks Class Tracking configuration in the Sales / COGS section of the Configuration Manager.
Salesperson	List	The salesperson associated with the credit memo. The salesperson will be linked to the credit invoice for this Credit Memo. If the customer has a salesperson assigned to them on the Customer tab of the Edit Customer window, it will default here.
Ref 2	Text / 30 characters	The Reference 2 field is an additional reference field that can be used. A default Reference 2 can be defined in the Reference 2 field in the Customer tab of the Edit Customer window.
Job	Text / 20 characters	The Job field is an additional reference field that can be used.

Invoices

The Invoices tab displays all credit invoices created from this credit memo. From this tab, you can Print an invoice, Email an invoice, Void an invoice and View the invoice transaction. This information is read only, any corrections needed require voiding the invoice and recreating it with the correct data.

Field	Field Type/ Length	Definition
Invoice	Text / 40 Characters	The invoice number.
Date	Date	The invoice date.
Discount	Numeric	The invoice discount amount taken off of this invoice.
Sales Tax	Numeric	The amount of sales tax included on this invoice.
Shipping	Numeric	The amount of shipping charges included on this invoice.
Total	Numeric	The total invoice amount. Does not include payments.
Delivered	Text / 50 Characters	Displays the text entered in the "Delivered To" field of the Create Credit window.
By	Text / 50 Characters	Displays the text entered in the "Shipped By" field of the Create Credit window.
Delivery	Date	Displays the "Shipped" date from the Create Credit window.
Tracking Number	Text / 50 Characters	Displays the first Tracking Number associated with this invoice. See the Packages tab for all tracking information related to this credit.

Notes

The Notes tab allows saving credit memo specific notes. These notes can be used to document something, or a note can be assigned to a user for follow-up.

Activities

The Activities tab of the Enter Credit window displays all the Business Activities which have this credit memo as a "Related Item". Use the "Look for" search box to search the list of related Business Activities. This data is read only and cannot be edited from this window. To edit the Business Activity, double click the Activity ID to open the Business Activity.

Field	Field Type/ Length	Definition
Activity ID	Text / 40 Characters	The Business Activity ID which has this credit memo as a related item.
Priority	List	The Priority of the Business Activity.
Opened	Date	The date the Business Activity was created.
Status	List	The current Status of the Business Activity. A completed Business Activity will have an "X" in the far-left column.
Description	Text / 255 Characters	The description of the Business Activity, used to summarize the Activity.
Type	List	The Type of the Business Activity.
Code	List	The current Code for the Business Activity.
Due	Date	The due date of the Business Activity.
Promised	Date	The date the Business Activity is promised to be completed.
Closed	Date	The date the Business Activity was set to a completed Status.
Assigned To	List	The Acctivate user that the Activity is assigned to.
Contact	Text / 120 Characters	The Contact Name from the Contact section of the Activity.
Phone	Text / 50 Characters	The Contact Phone from the Contact section of the Activity.

Packages

The Packages tab displays all package shipment related to this credit memo. If the carrier is configured to link to their tracking URL in Carrier section of the Configuration Manager, you can use the Track Package button to access the carrier's tracking web site. The data on the packages tab is not editable, it's for reference information only.

Field	Field Type/ Length	Definition
Date	Date	The Shipment Date.
Carrier	Text / 25 Characters	The Carrier used to ship this package.
Service	Text / 25 Characters	The carrier's Service used to ship this package.
Tracking Number	Text / 50 Characters	The carrier's tracking number for this package.
Invoice	Text / 40 Characters	The Acctivate invoice that includes this tracking number.
Weight	Numeric	The weight of the Package.
Collect	Checkbox	If the Carrier Billing Option returned from the integrated shipping software is configured to not include the charges on the credit invoice, this checkbox will be checked. If unchecked, the shipping charges from the integrated shipping software will be added to the credit invoice. See the Carrier Billing Option section of the Configuration Manager.
Charge	Numeric	The shipping charge. The charges and handling will be added together for a total Shipping Charge when invoiced unless the shipment is a collect shipment.
Handling	Numeric	The cost of handling.
Insured	Checkbox	If checked, the shipment is insured.
Value	Numeric	The declared value for the shipment.
COD	Numeric	The COD amount.
Comment	Text / 50 Characters	A comment written back from the integrated Shipping Software.

Email

The Email tab of the credit memo will show all emails sent from this credit memo.

Editing a Sales Credit

There are two ways to edit an existing credit memo in Acctivate:

Start in the Sales List found in the left menu.
1. In the left menu of Acctivate, click on Sales to open the Sales List.
2. Search for the credit memo you want to edit.
3. Click the Edit button.
4. The Enter Credit window will open in edit mode allowing you to edit data.
Start in the Enter Credit Memo window.
1. Select Enter Credit Memo from the Sales menu at the top of Acctivate.
2. The Edit Credit window will appear, type in the Credit # or use the magnifying glass lookup to find and select your Credit Memo.
3. Click Edit.
4. You will be able to edit the credit memo data.

Credit Memo Acknowledgment

After a credit memo has been entered, you have the option to print the Credit Memo document or email it to a customer. The Credit Memo document is used to communicate to your customers the products they will be returning as well as the credit amount they will receive. The Credit Memo document will include the customer's credit memo number that they can reference if they have follow up inquiries.

The Credit Memo document displays the entire credited quantity and credit total. This document can be generated from either the Enter Credit Memo window, Sales List or Order Manager.

Print or Email from the Enter Credit Memo Window
In the Enter Credit Memo window, click the Printer Icon to print the Credit Memo document. Alternatively, click the downward arrow next to the printer icon and choose Email Credit to open the email window with the Credit Memo document attached as a PDF.
Print or Email from the Sales List
Open the Sales List from the left menu and locate the credit memo you would like to print or email. Click the Print icon to print the Credit Memo document or click Email to open the email window with the Credit Memo document attached as a PDF.
Print or Email from the Order Manager Window
The Sales Order Manager window allows you to print or email a single Credit Memo document, or you can print/email a batch of credit memos at once.
1. Open the Order Manager
2. Use the View menu to select the Sales Order bar.
3. Click on the Credits button to view the list of credit memos.
4. Check off one or more credit memos to print or email.
5. Use the Action... menu to select either Print Credit or Email Credit. A credit memo must have a Contact Email Address in order to send an Email. If emailing more than one credit memo at once, all the emails must use the same email message template.

Create Credit Invoice

Creating the credit invoice is the final step in processing a credit memo. When you create the credit invoice, Acctivate adds the received quantities back into the On Hand total. A credit is also added to the customer's account.

To create the credit invoice:

Open the credit in the Enter Credit Memo window.
Click Create Credit.
In the Create Credit window, enter in any shipment information which you may have.
Click Create.

Credit Invoice fields

When creating a credit invoice from a credit memo you are presented with various invoice related fields.

Credit Information section

Field	Field Type/ Length	Definition
Date	Date	The invoice date. The inventory will be added as of this date and the income and COGS will be recorded as of this date.
Format	List	If you have multiple credit invoice forms setup, you can choose one from this list.
Email	Text / 99 Characters	The contact email address from the credit memo.
Print	Checkbox	If unchecked, the invoice will be created, but not printed. If checked, the invoice will be sent to the printer (see the preview option for more information).
Preview	Checkbox	If the preview option is enabled then the invoice will be created, then previewed on the screen. You can then print from the preview.
Send	Checkbox	If checked, the email window will appear with the credit invoice attached as a PDF.

Shipment section

Field	Field Type/ Length	Definition
Shipped	Date	The shipment date.
Ship Charge	Numeric	If an amount is entered here, it will be added to the invoice total.
Carrier Service	List	The Carrier Service used.
Tracking	Text / 50 Characters	The tracking number for the shipment.
Shipped by	Text / 50 Characters	A reference field to record who shipped the Credit Memo.
Delivered to	Text / 50 Characters	A reference field to record who the Credit Memo was shipped to.
Packages	Numeric	The number of packages that made up the shipment.
Weight	Numeric	The total weight of the shipment.
Distance	Numeric	the total distance the shipment will travel.

Invoice Window

Once an invoice is created, the invoice information can be viewed in the Customer Credit window. This window includes the common invoice information as well as transactional information such as the cost of goods sold and credit applications.

Start with the Customer menu:
1. Navigate to Customer→ Invoice/Credit Memo
2. In the window that appears, use the magnifying glass to lookup a Credit Invoice number, or type in the credit invoice number.
Start with the Customer List:
1. Using the left menu, open the Customers list.
2. Search for the customer associated with the invoice.
3. On the Timeline tab, click the icon to the left of a credit (which turns to the edit icon when the mouse is placed over it).
Start from the Enter Credit Memo window:
1. Open the Enter Credit Memo window for the credit memo associated with the invoice.
2. Click on the Invoices tab.
3. Click on an invoice to select that row, click View Invoice.
Start with the Enter Customer window:
1. Open the Edit Customer window for the associated customer.
2. Click on the Invoices tab.
3. Either double-click an invoice to open it or click on the invoice row and choose View Invoice at the top.

The Customer Credit window allows you to Void the invoice as well as Print or Email the invoice.

Invoice Header

The Customer Credit header section is visible at all times and includes information such as the credit invoice number, credit invoice date, and customer.

Field	Field Type/ Length	Definition
Credit	Text / 40 Characters	The credit invoice number.
Order	Text / 40 Characters	The credit memo number associated with this invoice.
In Dispute	Checkbox	When checked, this invoice is removed from the customer's credit evaluation if Customer Credit Evaluation Options are enabled. Invoice that are marked as In Dispute can be viewed on the Customer Credit tab of the Business Alerts window.
Customer	Text / 41 Characters	The customer linked to the invoice.
PO	Text / 25 Characters	Editable. The PO number on the credit memo at the time this invoice was created.
Reference	Text / 30 Characters	Editable. The Reference text from the Enter Credit Memo window at the time the invoice was created.
Reference 2	Text / 30 Characters	Editable. The Reference 2 text from the Additional Info tab of the Enter Credit Memo window at the time the invoice was created.
Date	Date	The invoice date.

Invoice Detail

The Detail section of the Customer Credit window includes the customer's bill to, ship to, and contact information.

Field	Field Type/ Length	Definition
Billing Address	Text / Up to 5 lines, 41 Characters per line	The Billing Address comes from the Billing Address field in the Enter Credit Memo window.
Shipping Address	Text / Up to 5 lines, 41 Characters per line	The Shipping Address comes from the Billing Address field in the Enter Credit Memo window.
Contact Name	List or Text / 50 Characters	The contact from the Enter Credit Memo window.
Contact Phone	Text / 50 Characters	The contact phone number from the Enter Credit Memo window.
Contact Fax	Text / 50 Characters	The contact fax number from the Enter Credit Memo window.
Contact Email	Text / 99 Characters	The contact email from the Enter Credit Memo window.
Ship Attn	Text / 50	The Ship To Attention from the Enter Credit Memo window.

Invoice Detail Grid

The invoice detail grid lists the line items included in the invoice.

Field	Field Type/ Length	Definition
Line number	Numeric	The invoice line number.
Product ID	Text / 159 Characters	The Product ID invoiced.
W/H	List	The warehouse from the sales order line.
Ship	Numeric	The quantity shipped and invoiced.
U/M	List	The unit of measure associated with the Ship quantity.
Price	Numeric	The unit price on the invoice.
U/M	List	The unit relating to the invoice price.
% Off	Numeric	The line level discount percentage. Comes from the Enter Credit Memo line.
Quantity	Numeric	The Price Quantity. This is the quantity is multiplied by the invoice price to determine the line amount. For example, with catch weight products, this would be the number of pounds invoiced, whereas the Ship quantity is the number of cases invoiced.
Tax	List	The tax code determines if tax will be charged on this invoice line.
Amount	Numeric	The total line invoice amount. Calculated as Quantity multiplied by Price.
Unit Cost	Numeric	The unit cost of goods sold. Calculated at the time of invoice creation.
Cost Unit	List	The product's stocking unit.
CGS Amount	Numeric	The total cost of goods sold calculated for this invoice line.
Description	Text / 4095 characters	The description from the Enter Credit Memo window.
Class	List	The QuickBooks Class associated with this line item, if Class Tracking is enabled.
Pr Cd	List	The price code from the Enter Credit Memo window.
Special Instructions	Text	The Special Instructions field from the Enter Credit Memo window.
CGS Account	List	The cost of goods sold account used for this line. The cost of goods sold account is determined by the Sales and COGS configuration

The Customer Credit window footer includes Order instructions and amounts. The footer section shows at all times.

Field	Field Type/ Length	Definition
Comment	Text/List / 101 Characters	The comments from the Comment field of the Enter Credit Memo window.
Special Instructions	Text	The instructions from the Special Instructions field of the Enter Credit Memo window.
Shipping Instructions	Text	The instructions from the Shipping Instructions field of the Enter Credit Memo window.
Discount	Numeric	The discount from the Enter Credit Memo window.
Tax	List	The Tax Category that was selected in the Enter Credit Memo window at the time of invoice creation.

Invoice Additional Info

The Additional Info tab displays shipment and sales information for this invoice.

Field	Field Type/ Length	Definition
Ship Via	List	The Shipping method selected on the Enter Credit Memo window at the time the invoice was created.
FOB	Text / 25 Characters	The FOB ("free on board") from the Shipping tab of the Enter Credit Memo window.
Tracking Number	Text / 50 Characters	Displays the first Tracking Number associated with this invoice. See the Packages tab for all tracking information related to this order. If a package is associated with this invoice, the carrier, service and shipment date for the first package will appear below the Tracking Number field.
Branch	List	The Branch assigned in the Enter Credit Memo window when the invoice was created. The Branch determines which Accounts Receivable account is associated with the invoice.
Salesperson	List	The Salesperson assigned in the Enter Credit Memo window at the time of creating the invoice.

Invoice Packages

The package information associated with this invoice. Includes the same package information that is found on the Packages tab of the Enter Credit Memo window.

Invoice Transactions

The transactions tab of the invoice shows the amounts of the credit invoice that have been refunded or applied to other invoices.

Field	Field Type/ Length	Definition
Date	Date	The date of the payment or credit.
Payment	List	The payment method used.
Reference	Text / 20 Characters	The payment number/reference.
Disc	Numeric	If a payment discount (not an invoice discount) is applied to an invoice, with our without a payment, it will appear here.
Pay Amount	Numeric	The amount of the payment.
Memo	Text	The payment memo (can be entered in QuickBooks).

Invoice Notes

The Notes tab allows saving a note to the Invoice window. The note is also saved to the related Credit Memo window. These notes can be used to document something or a note can be assigned to a user for follow-up. You can add a Note in the Customer Credit window by clicking the Note button in the window's toolbar.

Void Invoice

If a credit invoice has been created in Acctivate and you need to make a change to either header or detail level invoice information, you must void the credit invoice in Acctivate, make the correction in the Enter Credit Memo window and then re-create the invoice.

Use one of the following ways to void an invoice:

From the Enter Credit Memo window
- Open the Enter Credit Memo window for the credit memo that corresponds to the invoice.
- Click on the Invoices tab.
- Click on the invoice to void (if there are multiple invoices on this tab) and click the Void Invoice button.
From the Customer Credit window
- Navigate to the Customer Invoice window
- In the Customer Invoice window, use the magnifying glass to lookup an Invoice number, or type in the invoice number.
- Click the Void button at the top of the window.
- When the invoice is voided, you will be asked if you want to open the Enter Credit Memo window for the related.

When an invoice is voided, the workflow status of the credit memo will revert to Shipped (regardless of what the previous workflow status was).