Process Credit Memos

This guide will cover:

  • Processing credit memos. 

  • This process will be completed by Payment Services for credit memos associated with Purchase Orders and Department Accountants for credit memos associated with Non-PO Invoices.


Step One

  • Upon signing in, this home page will display. Click on the Navigator button (the three horizontal lines) in the top left corner

  • First click on Payables to expand, then click on Invoices.


Step Two

Navigate to the Create Invoice page and enter information from the paper credit memo

  • On the Invoices page, click on Task List and select Create Invoice:

  • On the Create Invoice page, enter the following information in the Invoice Header section and click Save:

    • Business Unit – UWYO.

    • Supplier – Enter the supplier name. You may also Search for a supplier.

    • Supplier Site – Select the appropriate supplier site.

    • Number – Enter the credit memo number provided by the supplier.

    • Type – Select credit memo from the drop-down.  A warning will display, click ok.

    • Amount – This field must be entered as a negative amount, including tax, from the paper document.

    • Date – Auto-populated with current date, enter the credit memo date.

    • Pay Terms – Select Immediate from the drop-down.

    • Terms Date – Auto-populates depending on what has been entered into the Date field. If required, change to the credit memo date.

    • Description - Enter a description of the credit memo. 

    • Attachment - Click the plus sign to attach a copy of the credit memo from the supplier.

  • Click on the arrow next to Lines to expand and enter the following required information in the Lines section (other fields should autopopulate):

    • Amount: This field must be entered as a negative amount

    • Distribution Combination: Chart string the credit should be applied to.

    • Project Number/Task Number/Expenditure Type/Expenditure Organization: If applicable.


Step Three

Validate and submit the credit memo for approval

  • On the Create Invoice page, click the Invoice Actions drop down and click Validate.

  • Verify that the Validation Status in the Invoice Summary has changed to Validated or take the appropriate actions to remediate system holds.

  • Click on the Invoice Actions drop down then Approval Initiate

  • Verify Approval has been initiated by clicking on Validated.

  • Click Save and Close.


Check the Status of Your Credit Memo

Locating a submitted credit memo and reviewing its status

  • Use the Navigator to first click on Payables to expand, then click on Invoices.

  • Open the Task menu on the right side of the page, click on Task List then click Manage Invoices.

  • On the Manage Invoices page you must enter at least one of the follow fields marked with a ** to search for the invoice.

    • Invoice Number: Enter the invoice number from the paper invoice.

    • Invoice Date: Enter invoice date in the in MM/DD/YY format or click the Calendar icon and choose a date on the pop-up calendar.

    • Supplier or Party: Enter the supplier or party. You may also Search for a supplier or party.

    • Supplier Number: Enter the supplier number.

  • Click on the Invoice Number to open the invoice

  • Once the invoice opens, you can click on Invoice Amount or Validated or click on the tabs in the middle for additional information: Lines, Holds & Approvals, Payments or Installments

  • View the approval and notification history by clicking on Holds and Approvals

  • This will display the workflow of approvals



You have now completed the steps of Process Credit Memos.

Was this helpful?
0 reviews


Article ID: 32764
Fri 6/30/17 8:13 AM
Tue 10/4/22 10:19 AM

Related Services / Offerings (1)

WyoCloud is the University of Wyoming’s Human Resources and Financial Management principal solution.