Credit Requests
Select + Add from the (Returns)Credit Requests homepage.
Fill out all required fields as indicated by an asterisk*
View field definitions below for more information. Fill out as needed.
Request Number will be automatically assigned.
Create Date will autofill at save.
If desired, enter Default Funding Start Date & Default Funding End Date by selecting in the field for calendar. Clear by selecting the 'x' next to the field.
Select or Deselect “No limit” & “Tax Exempt” checkboxes as needed.
Enter Tax Exempt Code if applicable.
Enter Comments
Enter Contact Phone and Contact Email
Select Save
Return Policy, Max Return Time, Return Comment, all default in based on Supplier information. (Will be blank if nothing is entered for the Supplier)
Include invoice information? checkbox defaults to checked. When deselected, “+Add Products(s) from invoices” button changes to “+Add Products” and an “Update Order Decisions?” checkbox appears.
If Update Order Decisions? checkbox is checked, a Term dropdown appears. Select Term.
DCC’s Tab
In the DCC tab, you will be able to dictate what DCCs this AR Account can purchase.
Currently not available.
Field | Definition | Field | Definition |
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Account Code
Account code for the Agency, displays at top of page in parentheses upon entering (26 character limit)
Tax Exempt
Check box if the account is Tax Exempt.
Agency Name
Agency Name, displays at top of page upon entering (80 character limit)
Tax Exempt Code
Enter Tax Exempt code
Default Funding Start Date/End Date
Select start and end date from the calendar that appears upon selection within field.
Tender
Select from dropdown what type of tender this is Account is.
Fund Type
Select from dropdown: revolving or expiring
Comments
(256 character limit).
Type
Select from dropdown: debit or credit
Contact Address
Address to contact the Agency
Default Credit Limit
This
Billing Address
Address to bill the Agency
No Limit
Check box if the Account has no limit.
Contact Phone
Contact Phone Number
Default Account Balance
Contact Email
Contact Email
In Transactions Tab, it will show all transactions on this AR account.
You are able to see Transaction ID, Date & Time, Transaction Amount, and if there is Customer information it will show that as well.Use the Start and End Date field to search within a date range.
Select Print to print or save to PDF your transaction data.
(Example)
Select Export (CSV) to download AR account transactions excel (see example on right).
View data, Save, and you can move to the next tab, DCC’s
Supplier* | Select Supplier from dropdown | Return Policy | Defaults based on Supplier. (In Suppliers > parameters > return policy) |
Type | Select from dropdown: Return or Discrepancy | Max Return Time | Defaults based on Supplier. (In Suppliers > parameters > max days) |
Request Number* | Automatically populates upon “Add” | Return Comment | Defaults based on Supplier. (In Suppliers > parameters > return comment) |
Status* | Proposed: Is being worked on and not sent. | Include invoice information? | Select or Deselect. When deselected, checkbox “Update Order Decisions?” appears. |
Permission Date | Enter in the date of when you sent the permission request or when you received permission. Optional field. | Update Order Decisions? | Select if desired. When selected, Term drop down appears |
Create Date | Auto populates upon “Save” | Term* | Select Term from dropdown. |
RMA Number | Enter Return Material Authorization (RMA) Number from Supplier if required. | Add Product(s) from Invoices | Select to add products to Credit Request |
Postage | If you are requesting credit for postage, enter it here. | Remove | When product is selected, use to remove it |
Add Product(s) from Invoices
If “Include invoice information?” box is checked, +Add Product(s) from Invoices button will be available.
In the popup modal Add Product(s) from Invoices you will be under the first tab, Step 1: Invoices.
Select the desired Invoice.Go to Step 2 : Line Items tab.
Select the Reason. *You will be able to change this on the line item level in the Add Credit Request screen.
Show Items With <=0 Stock On Hand will includeproducts whose SOH is 0 or less. The default is for this box to be unchecked so only products whose SOH is greater than 0 are displayed.
Line items default to all checked. Review information and deselect as needed.
Select OK.
You are now able to change the Return Reason on the line item as needed.
Enter Return QTY for each item.
If needed, you are able to remove a line item by either:
Selecting the checkbox on the left of the item and selecting Remove.
Selecting the Trashcan button on the right of the line item.
Save.
Upon save, 2 buttons appear: Invoices and Export PDF at the top of now the “Edit Credit Request” screen.
Invoices shows how many invoices are attached to this Credit Request. If selected it will take you to the selected Invoice.
Export PDF is the document you will put in the box with the returns.
Move into an Open Status when you are ready to ship the return to the Supplier.
Upon status change, an Add Memo button will be available on the bottom right of the header section. (see the next section below)
Add Memo
When a credit memo is received from the Supplier, select Add Memo.
Fill in information as defined below.
Select Memo Details
In Memo Details, Select +Add Product(s) to open Add Product(s) window. Select products.
IF everything was approved and you just want to RESOLVE your Quantities follow these steps for the Memo.
Close the add products window after add.
Select Batch Resolve. This will fill in all amounts and resolve all and move to Closed status.
If everything was NOT approved.
In the Memo Details, enter in the Resolved/Cancelled/Denied QTY as applicable.
Enter Resolved Amount and used Write Off checkbox if applicable.
Change status to Resolved.
Credit Request is now in Closed status.
Field | Definition | Field | Definition |
|---|
Customers Tab
In the customers tab, you are able to see the customers who utilize this account. You are able to Unlink and Link Customer.
When you select Link Customer a window will popup letting you search/select from a dropdown list of customers.
Enter in the Start Date and End Date.
Enter the Credit Limit, this will update the Remaining Funds.
Customer Balance is editable and will update the Remaining Funds field to reflect this balance.
Select OK to close window.
To Unlink a customer, highlight the customer you wish to remove, and select Unlink. A popup will ask you if you are sure you want to do this, if so, select OK to perform action. Otherwise Cancel.
Save
Resolved QTY | Quantity Resolved by Supplier | Memo/Check Number | Memo number or Check number |
Cancelled QTY | Quantity Cancelled | Memo Date | Date on the supplier’s credit memo |
Denied QTY | Quantity Denied by Supplier | Memo Amount | Total credit from the supplier’s credit memo |
Resolved Amount | Resolved Amount in $ (cannot exceed Product Cost) | Is Check | Select box if you received a check instead of a credit to your account |
Status: Unresolved | Leave at unresolved if you are still expecting credit | Batch Resolve | Will resolve all current memos on Credit Request |
Status: Resolved | Set as resolved when you have received all credit you are expecting. The credit request will move into a closed status when all line items are resolved. | Batch Cancel | Will cancel all current memos on Credit Request |
Write Off | Check box if writing off this amount. | Postage | Postage amount credited from the supplier’s credit memo |
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