Table of Contents

• Introduction
• Enable Debit Memos
• Debit Memo Templates
• Default GL Account for Debit Memos
• Create a Debit Memo
• View & Manage Debit Memos

Introduction 

A Debit Memo serves as a new transaction type to help manage customer account balances. A debit memo is a transaction or document that records an adjustment to a customer’s account receivable balance that can be used as an alternative to an invoice. 

Debit Memos are also a great way to handle a billing issue without adjusting Invoices. 

Note: This feature is currently in beta and only available upon request.

Enable Debit Memos

Debit Memos must be enabled by Ordway. Reach out to Support to have this feature enabled.

Debit Memo Templates

Templates to use with Debit Memos can be accessed via Menu > Setup > Manage Templates.

Default GL Account for Debit Memos

Ordway recommends establishing a Default Debit Memo GL Account prior to proceeding. Navigate to Menu > Setup > Finance to add the account. 

Note: A GL Account is required when creating a Debit Memo.

Create a Debit Memo

Steps:

1. Navigate to Menu > Operations > Debit Memos > Add.
2. Populate the Debit Memo details including Customer, Bill To, Ship To, and Date.
   
3. Within the Debit Memo Lines section select product, quantity, GL Account, and price for the item to apply the debit memo to.
4. Add or remove debit memo lines as needed. Each line will be assigned its own Product & GL Account, allowing users to apply one debit memo across multiple invoices and invoice lines.
   

5. Save when finished. 

View & Manage Debit Memos

Similar to an invoice, payments and credits can be applied to a Debit Memo to clear a customer’s outstanding balance. Debit Memos can also be reversed, emailed, viewed, sent via Email, or regenerated via PDF. 

Note: Debit Memos can be edited when the Financial Period is still open.

Steps:

1. Navigate to Menu > Operations > Debit Memos.
2. Click the More menu icon for an individual Debit Memo for available options. 

In addition, Debit Memos appear in the More Details section of each Customer Account page in both  Card and Tab Views.