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.