Adding Credit Memos/Adjustments

You can use credit memos to add a credit adjustment to the balance of your tenant/customer’s accounts receivable accounts (AR), revolving charge accounts, or mortgage accounts.

You can also add recurring credit memos and add receivable credit memos to escrow accounts. See "Adding Recurring Credit Memos"; See "Adding Receivable Credit Memos"

Caution! A credit memo CANNOT be used as a flat adjustment to a tenant's balance. It allows you to add credit adjustments to amounts owed/applied on individual transactions inside a single account of a tenant. For example, if you add a credit memo for the MISC transaction type, then it will only affect another transaction with the type of MISC.

Note: If a customer has actually overpaid and has an overall credit balance, you can enter a refund request to issue a refund check to the customer. See "Creating Refund Requests"

From the Main Menu screen, click TENANTS or RECEIVABLES. The Browse Tenant Leases or Browse Customers screen appears with all current leases or active customers displayed in a table.

Select how you want to order the tenant or customer table from the ordered by drop-down list, enter the search criteria in the search for field and click GO. The first tenant/customer to match the criteria is highlighted in the table.

Highlight the tenant/customer record you want to work with and click

on the toolbar.

Select “Add Credit Memo/Adjustment” from the menu that appears. The Add Credit Memo Wizard is initiated.

Hint: You can also access the Add Credit Memo Wizard from the Account Summary and Account Details tabs on either the Tenant Management screen (for tenants), or the Account Summary and Account Details tabs on the Maintain Customer Information screen (for customers who are also tenants).

Hint: The non-editable customer name field appears at the top of the screens. Use this to verify that you are entering information for the correct account belonging to the correct tenant/customer.

Select the account to which you are adding the credit memo. You can add a credit memo to AR accounts, revolving charge accounts, or mortgage accounts only.

This is your agency-defined list of account types, which you maintain in the Setup area of the program. See "Setting Up Account Types"

Select the type of credit. This is usually the same “type” as the original charge that you are adjusting.

This is your agency-defined list of transaction types, which you maintain in the Setup area of the program. See "Setting Up Transaction Types"

Enter a description for the credit memo and specify the date the credit memo takes effect.

Enter the amountof the credit memo.

To apply the credit memo/adjustment ONLY to charges of the same transaction type, check the checkbox.

10.

Check the print credit memo/adjustment voucher checkbox to print an adjustment voucher for the charge after completing the wizard.

Hint: The credit memo/adjustment voucher that prints by default for the selected account type is maintained in the Setup area of the program. See "Setting Up Account Types"

11.

Click START to continue.

12.

Review and confirm the charge information you have set up and click FINISH to add the charge to the tenant/customer account.