To get started, we recommend creating fees that align with your credit needs. Creating multiple credit options will allow for better tracking and reporting.

For example:

These fees need to be created as Non Sub-Item fees as they are invoice fees not work order fees. Pricing period = Instance.

You can map an invoice fee to a General Ledger account to provide additional reporting
​

Credit Memos are created by using the Manual Invoice option within the customer's profile.

From the Billing tab of the customer's profile select Create Invoice

Select Manual

(if the account has any On Request services you do not want charged to the credit memo, be sure to update the status to Not Ready for Invoice)

Invoice date can be changed as needed.

Create a blank Manual invoice

With the manual invoice created, select the 3 dot menu and select EDIT (you can also open the invoice and select the Edit Invoice option)

Invoice Fees & Adjustments, select the Add button

Select the Fee name that matches to the credit being issued

The note section is optional

Select the check box for Show Note if you want to display the note on the invoice, leave unchecked if you want to keep the note internal only.

Enter a negative value

Don't forget to Save!

With the negative fee saved, the invoice will automatically update and display as a Credit Memo

Final Step - Mark as Sent or Send to customer

This step updates the invoice from Draft to "paid". Although not actually paid, this invoice update creates the credit on the account. If the customer wants a copy of the credit memo for their records, we recommend Sending the invoice. Marking the invoice as sent will also update the record.

The account now has credit without payment needing to be processed.

And Deleted

If a credit memo is emailed to the customer, the body of the email will stay have the Review & Pay button displayed. The customer is not to make a payment, but will still have the option to review the credit memo in their customer portal or from the attached PDF.

** GL Code limitations - Currently only one GL code can be linked to a fee. If you have multiple GL Codes, we recommend creating multiple fees.

** Linked Taxes limitations - Cannot link taxes to Invoice Fees, only fees linked to services. If you have to create a credit memo where tax was originally charged, please manually calculate the tax to be reflected on the credit memo. This can be included in the fee amount or create a fee for refunded tax and add as a second line to the credit memo.