Field descriptions: Sales credit memo

Field Description
Number

The sales credit memo number.

If sequence number rules have been defined for the sales credit memos in the Sequence number assignment page, the credit memo number populates automatically after you save the credit memo for the first time.

Sales site

The item sales site.

Credit memo date The sales credit memo creation date.
Bill-to customer The customer to be credited.

Lines tab

Field Description
Gross price The item price before applying the charge or discount percentages.
Gross profit amount The gross profit for the line in the transaction currency. It's the total excluding tax amount minus the stock cost amount.
Item name

The item the credit memo is for.

Net price The net price is the result of the gross price minus the discount plus the charge percentages.
Origin
  • The origin is Return when the sales credit memo is created from a sales return request.
  • The origin is Invoice when the sales credit memo is created from a sales invoice.
Quantity in sales unit

The quantity of items in the sales unit.

Stock cost amount The stock cost for the line in the transaction currency. It's the line quantity multiplied by the item unit cost.

Detail panel of a sales credit memo line

Information tab

Field Description
Item description

The item description defaults to the item. You can edit it if necessary.

Item name

The item the credit memo is for.

Origin
  • The origin is Return when the sales credit memo is created from a sales return request.

  • The origin is Invoice when the sales credit memo is created from a sales invoice.

Provider site
  • For an invoice created from a shipment, the provider site is the ship-to address defined on the shipment. You cannot edit it.
  • For an invoice created manually, the provider site defaults to the bill-to customer primary address. You can replace or edit it. The provider site needs to be from the same company as the sales site.
  • Sales block

    Field Description
    Quantity in sales unit

    The quantity of items in the sales unit.

    Sales unit

    The item sales unit.

    Stock block

    Field Description
    Quantity in stock unit

    The quantity of items in the stock unit.

    Stock unit

    The item stock unit.

    Stock unit conversion factor

    The sales to stock unit conversion factor.

    The sales to stock conversion factor is managed on the item record.

    Price tab

    Field Description
    Charge The percentage of the item's gross price added as a charge. Charges can be added to cover things that vary with the value of the goods such as insurance.
    Discount The percentage of a special discount applied to the item gross price.
    Gross price The item price before applying the charge or discount percentages.
    Gross profit amount The gross profit for the line in the transaction currency. It's the total excluding tax amount minus the stock cost amount.
    Net price The net price is the result of the gross price minus the discount plus the charge percentages.
    Price origin

    The value displayed is automatically selected from 3 possible values:

    • Manual: When the gross price is entered or updated manually.
    • Base price: When the customer does not have a price list for the item, and the item's base price is used for the gross price.
    • Price list: When the customer has a price list which is used along with any associated discount or charge percentages.
    Price reason

    When the price calculation process identifies a valid price list for the combination of values in the Sales site, Provider site, Bill-to customer, Item, Credit memo date, Quantity in sales unit, Sales unit, and Transaction currency fields:

    • The associated customer price reason is displayed in this field
    • The price origin is set to Price list

    Customer price reasons are managed in the Customer price reason page.

    Stock cost amount The stock cost for the line in the transaction currency. It's the line quantity multiplied by the item unit cost.
    Total excluding tax The total amount for the credit memo line without tax. It's the quantity multiplied by the net price.
    Total excluding tax company currency

    The total excluding tax amount converted to the sales site company currency. It displays only when the company currency differs from the transaction currency.

    Total including tax The total including tax amount for the credit memo line. It's the sum of the total excluding tax and the total tax amount.
    Total including tax company currency The total including tax amount converted to the sales site company currency. It displays only when the company currency differs from the transaction currency.
    Total tax The total tax amount in the transaction currency.

    Address tab

    Field Description
    Consumption address
    • For an invoice created from a shipment, the consumption address is the ship-to address defined on the shipment. You cannot edit it.
    • For an invoice created manually, the consumption address defaults to the bill-to customer primary address. You can replace or edit it.
    This address is important because it is used to know which taxes apply to the items.

    Origin tab

    Field Description
    Document type The origin document type. It can be sales invoice or sales return request.
    Origin document number The origin document number and a link to this document.
    Status The origin document status.

    Line notes tab

    The notes you enter on this tab relate to the sales credit memo line. If you want to add notes for the sales credit memo in general, go to the Notes tab of the sales credit memo.

    Field Description
    Add notes to customer document

    The switch to make the customer note text box available. If you keep this switch on, the notes print under the corresponding line on the PDF sales credit memo.

    Customer line notes The text box where you can add customer notes. If the Add notes to the PDF document switch is on, these notes print under the corresponding line on the PDF sales credit memo.
    Internal line notes

    The text box where you can add notes you want to share with your colleagues about the sales credit memo line. Those notes are only for internal purposes. Customers cannot see them.

    Taxes window

    Field Description
    Amount The amount that is charged on the line after applying the tax rate to the taxable base.
    Category

    The tax category. For example, Value added tax. It's determined by the legislation and tax solution linked to the sales site company.

    Tax categories are managed in the Tax category page.

    Tax

    The tax is determined by the following elements:

    • The consumption site address
    • The customer bill-to address
    • The item tax group defined on the Item page, and the tax determination rules defined on the Tax determination rules page
    • The customer legal entity

    You can change the tax. For example, Normal rate collected on debits has been selected but you can change it to Intermediate rate collected on debits.

     

    Tax and tax rates are managed on the Tax page.

    Tax rate

    The tax rate associated with the tax. It is used to calculate the tax amount to be charged on the line.

    Tax and tax rates are managed on the Tax page.

    Taxable base The amount for the line without the taxable charge.
    Total excluding tax The total amount for the line without tax.
    Total including tax

    The total including tax amount for the line.

    Total tax

    The total tax amount to be charged on the line in the transaction currency.

    Information tab

    Field Description
    Creation number

    A creation number can be used when creating the credit memo. When the credit memo is posted, the final credit memo number populates in the Number field on the header.

    Sequence number rules are managed in the Sequence number assignment page.

    Due date The credit memo payment due date.
    Incoterms rule The Incoterms® rule defined on the shipment, or the Incoterms® rule for the bill-to customer.
    Payment term The bill-to customer payment term.
    Printed This checkbox is selected when you print a posted credit memo.
    Reason

    The reason the credit memo is created.

    Credit memo reasons are managed in the Credit memo reason page.

    Sent

    This checkbox is only selected when you send the credit memo to the recipient through the automatic email sending system.

    There's no indication if you send a printed credit memo by email or by mail.

    Transaction currency

    The bill-to customer currency. It defaults to the currency of the bill-to customer on the invoice, or the sold-to customer on the sales return request, or the bill-to customer you have selected.

    Bill-to address

    Field Description
    Address line 1 & 2

    The address details.

    City

    The city or town where the address is located.

    Country

    The country where the address is located.

    Name

    The company or person at this address.

    Phone number

    The phone number for the address.

    State

    County

    Region

    Division

    The field label and formatting change according to the selected country.

    ZIP code

    Postal code

    The postal code or ZIP code according to the selected country.

    Totals tab

    Field Description
    Excluding tax Total excluding tax amount of all the lines in the transaction currency.
    Gross profit The sum of the gross profit amount of all the credit memo lines.
    Including tax Total including tax amount of all the lines in the transaction currency.
    Tax Total tax amount of all lines in the transaction currency.

    Summary by tax block

    This grid displays the total taxable base and amount, per tax, and per rate.

    For example:

    • All the credit memo lines whose tax is Normal rate collected on debits are summed up on one line.
    • All the credit memo lines whose tax is Reduced rate deductible on debits are summed up on another line.
    Field Description
    Amount The total tax amount for the credit memo lines matching the tax.
    Category

    The tax category.

    Tax categories are managed on the Tax category page.

    Jurisdiction The jurisdiction only applies if you are using the Avalara tax calculation. It displays the state, county, or town for which the tax is collected.
    Rate

    The tax rate associated with the tax .

    Tax and tax rates are managed on the Tax page.

    Tax

    The tax.

    Tax and tax rates are managed on the Tax page.

    Taxable base The total excluding tax amount of all the invoice lines that use the same tax.

    Amounts in company currency block

    Field Description
    Excluding tax Total excluding tax amount of all the credit memo lines in the company currency.
    Including tax Total including tax amount of all the credit memo lines in the company currency.

    Posting tab

    Field Description
    Accounting integration reference The reference in the accounting tool.
    Diagnoses An explanation of the error or errors that occurred during the posting process.
    Document number The document number and a link to the document.
    Document type The document type such as journal entry or accounts receivable invoice.
    Status The posting status.
    • Posting in progress: The posting is in progress.
    • Posting error: An error occurred during the posting.
    • Posted: The posting was completed with no error.

    Notes tab

    The notes you enter on this tab relate to the sales credit memo. If you want to add notes for a particular line, go to the Line notes tab of the line detail panel.

    Field Description
    Add notes to customer document

    The switch to make the customer note text box available. If you keep this switch on, the notes print on the PDF sales credit memo for the customer.

    Customer notes The text box where you can add customer notes. If the Add notes to customer document switch is on, these notes print on the last page of the PDF sales credit memo.
    Internal notes

    The text box where you can add notes you want to share with your colleagues about the sales credit memo. Those notes are only for internal purposes. Customers cannot see them.