Debit memos for A/P transactions that originated in
purchasing must be made in purchasing. So, if you currently have a voucher
in A/P Posted Transactions, follow these
steps:
-
Open the Purchase Order Receiving form.
-
Find the PO number.
-
To add the PO line item, click Add.
The system displays the Add Receiving Line form.
-
Select the DR Return check box.
-
Enter a positive quantity in the Receive
Qty field.
-
Leave the Reject Qty field at 0
(zero).
-
Select a Reason Code.
-
To add the line item, click Add and
then click OK. The system returns you
to the Purchase Order Receiving form.
-
Select the line item you added and then, to receive it, click Receive.
These journal entries are created:
- Inventory (Credit)
- Voucher/Payment (Debit)
-
Open the Generate AP Transactions form. The transaction
is an adjustment.
-
Select the correct voucher number to create the debit memo. The
adjustment is then posted to A/P Vouchers and
Adjustments.
-
Click Generate.
-
Open the A/P Vouchers and Adjustments form and
post the negative adjustment to the A/P Ledger Distribution Journal.
These journal entries are created:
- Voucher/Payment (Credit)
- A/P (Debit)
-
The debit will show as an adjustment on the A/P Posted Transactions Detail form. You
can then match the Vouchers Payable Report to the General
Ledger Vouchers Payable Account.
Caution: Never
enter a negative voucher on the A/P Vouchers
and Adjustments form to create a debit memo for Accounts Payable.
A debit memo can be tied by the system back to a voucher, but a voucher
cannot be tied back to another voucher (regardless if one is negative).