When a payment or credit memo is unapplied on a customer’s account you may use Task #2 (Cash/Receipts Entry & Editing) to apply the amount to invoices.  See document titled: “Apply Credit Memo or Unapplied Payment”.   If the entire amount isn’t applied, a computer generated credit memo is automatically created and posted into Task #18 (A/R Open Items) for the unapplied portion.  This document explains how to backtrack to find out how this computer generated credit memo was created.

As an example, if a customer mailed in a check for $3,000.00, but didn’t send a remittance statement with it, the check amount would be left unapplied on the customer’s account.  Then the next month the customer said to apply $1,913.54 of it to 3 specific invoices.  After applying it, using Task #2 (Cash/Receipts Entry & Editing), the remaining amount of $1,086.46 would be on the account as a computer generated credit memo.   To continue with the example, a few months later when looking at the customer’s account only the computer generated credit memo of $1,086.46 is left.  Use the steps below to backtrack where and how the computer generated the credit memo.

Sample data for the explanation: Customer $500 has system generated Credit Memo #311188, dated 04/27/xx in the amount of -$1,086.46.

Step 1:

• A/R Module 2
  • Cleared A/R History - 24
    • Print Selected Paid-History Records - 4  
      • Answer the prompts as follows:
        • Please enter – starting batch number: ALL    
        • Please enter – starting customer: 500 
        • Please enter customer types to print: ALL  
        • Please enter – starting document date:               04/27/xx.  
        • Print report by: 1) apply-to number/document type  
        • Please enter – starting apply-to number: ALL
        • Please enter – starting document type: ALL  
        • Suppress detail records? YES/NO): NO.

      • This report will show anything cleared off of this customer with the date of 04/27/xx.

        • ​On the report, pay attention to the other computer generated credit memos and debit memos.  You will be able to tell which ones they are from the document #’s.  The credit memo #’s will all be in consecutive order. 

        • Additional reports from Task #24 (Cleared A/R History) will need to be printed for all of these apply-to #’s. See Step 2 for instructions.

        • In the example given the computer generated credit memo #’s on the Cleared A/R History report could be:  CM 311185 for $1,732.50 applied to invoice #16099; CM 311186 for $15.51 applied to invoice #16217 and CM #311187 for $165.53 applied to invoice #16321.  Also debit memo #501548 for $3,000.00 applied to itself 501548.

Step 2:

• Print the report again, once for EACH of the Apply-to #’s.  Answer the prompts as follows:
  • Please enter – starting batch number: ALL    
  • Please enter – starting customer: 500 
  • Please enter customer types to print: ALL  
  • Please enter – starting document date: ALL
  • Print report by: 1) apply-to number/document type  
  • Please enter – starting apply-to number: xxxxxx
  • Please enter – starting document type: ALL  
  • Suppress detail records? YES/NO): NO.

• This report may need to be printed a couple different times.  Once for each different apply-to #.  Make sure a report is printed for ALL the computer generated credit memos and debit memos from the first report.  You will be able to tell which ones they are from the document #’s.  The credit memo #’s will all be in consecutive order. 

• Using the example, the report would be run four times, once for 311185, 311186, 311187 and 501548.

• The report for the debit memo apply-to # 501548 will show the original payment/check # or the original credit memo which was partially applied using Task  #2 Cash/Receipts Entry & Editing.