Problem:

Vendor sends check to replace a past credit that is open.

Resolution:

Currently, there is no way to refund a vendor debit memo to check or to associate them to close out the credit.  You will need to do the following:

If the debit memo was NOT created from an RGA Receipt:

  1. Go to Vendor Profile>Debit Memos
  2. Highlight the Debit Memo and click Option>Cancel Memo
  3. Record the Check through Other Checks in Make Deposits

Note:

  • The debit memo can be cancelled if it is posted.
  • If the debit memo and invoice are for the same date, they should be a wash in the ledger.

If the Debit Memo was created from an RGA Receipt and is Not Applied to an RGA:

 

  1. Go to Vendor Profile>Debit Memos
  2. Highlight the Debit Memo and click Options>Cancel Memo
  3. Receive the check through Make Deposits, select Is for RGA, and apply it to the RGA when prompted.

If the Debit Memo is applied to an RGA, you can do the following:

  1. Go to Administration>Inventory>Return Goods Authorizations>Search and Apply Receipts
  2. Click the filter for "Closed" RGAs
  3. Highlight the RGA Receipt and click "Re-Open Receipt."
  4. Reopen the Debit Memo
  5. Go to the Reference Tab
  6. Click Unapply Receipt
  7. Go to Vendor Profile>Debit Memos
  8. Highlight the RGA and click Options>Cancel Memo

If the accounting period is closed, or if for any other reason you do not wish to unapply the RGA receipt or cancel the closed credit memo you can do the following:

 

  1. Record the Vendor Check in Make Deposits and select an account or your choice.
  2. Record a  Vendor Invoice using the same account in step 1.
  3. Apply the Debit Memo to the Invoice to close it. The vendor check and invoice should be a wash in the ledger.