The Credit Memos module provides basic search functionality and advanced filtering to help you quickly locate specific credit records.

The List View displays key information about each Credit Memo in organized columns. Click any column header to sort by that field.

Use Advanced Filters to narrow down Credit Memos by specific criteria. Multiple filters can be combined for precise searching.

The List View provides action buttons to create new Credit Memos and manage existing ones.

The Details section contains all core information about the Client Credit Memo, including accounting entries, reference numbers, and tax information.

Credit Memo Information

Accounting Information

Tax & Status

The Credits Applied section shows a detailed history of how the credit has been applied to Invoices or other documents, allowing you to track credit usage.

The Details section contains all core information about the Vendor Credit Memo, including accounting entries and reference numbers.

Credit Memo Information

Accounting Information

Status

The Job Costing section displays how the Vendor Credit has been allocated to specific Jobs, Contracts, and cost codes, providing visibility into cost impacts.

The Credits Applied section shows a detailed history of how the credit has been applied to Bills or other documents, allowing you to track credit usage.

Attach supporting documents, capture email correspondence, and add notes related to the Vendor Credit Memo to maintain a complete record.

Client Credit Memos are created when you need to issue a refund or credit to a client for returned materials, overpayments, or other adjustments.

1. Navigate to Financial workflow and click Credit Memos
2. Click the + Icon to open the Enter pop-up window
3. Select Client from the Client/Vendor dropdown
4. Choose the Type (Credit, Down Payment, or Gift Card)
5. Enter the Date the credit was issued
6. Link to the Source Document if applicable (e.g., Invoice being credited)
7. Associate with a Job / Contract if relevant
8. Enter the Reason for issuing the credit
9. Add an RMA # if you have a Return Merchandise Authorization number
10. Specify the Revenue (Debit) and Credits Issued (Credit) accounts
11. Enter the credit Amount
12. Set Tax Type and Tax Exempt status if applicable
13. Click Save to create the Credit Memo

Client credits are typically applied when creating transactions in the Transactions module or when processing payments.

1. Navigate to Financial workflow and click Transactions
2. Create or select the transaction for the Client
3. Look for available Credits that can be applied
4. Select the Credit Memo you want to apply
5. Specify the amount to apply (can be partial or full)
6. Complete the transaction to apply the credit

TRUE automatically tracks credit balances as credits are applied to Invoices or other documents.

1. Navigate to Financial workflow and click Credit Memos
2. Locate the Credit Memo in the List View
3. Check the Balance column which shows remaining amount (left) and original amount (right)
4. Click the Credit Memo to view full details
5. Review the Credits Applied section to see where and when credits were used

Record Vendor Credit Memos when vendors issue credits for returned materials, billing corrections, or rebates.

1. Navigate to Financial workflow and click Credit Memos
2. Click the + Icon to open the Enter pop-up window
3. Select Vendor from the Client/Vendor dropdown
4. Choose the Type (Vendor Credit or Rebate)
5. Enter the Date the credit was issued or received
6. Link to the Source Document if applicable (e.g., Bill being credited)
7. Associate with a Job / Contract if the credit relates to a specific project
8. Enter the Reason for the credit
9. Add the vendor's RMA # / Credit Memo # for reference
10. Specify the Available Credits (Debit) and Asset / Expense (Credit) accounts
11. Enter the credit Amount
12. Click Save to create the Vendor Credit Memo

Vendor rebates and credits can be applied when processing payments to vendors in the Transactions module.

1. Navigate to Financial workflow and click Transactions
2. Create or select the transaction for the Vendor
3. Look for available Credits that can be applied to the Bill
4. Select the Vendor Credit or Rebate you want to apply
5. Specify the amount to apply (can be partial or full)
6. Complete the transaction to apply the credit

When a Vendor Credit Memo is associated with a Job or Contract, TRUE automatically creates job costing entries to reflect the credit against project costs. This is critical for accurate project performance reporting.

Dual Purpose of Vendor Credits

Vendor credits serve two important functions in TRUE:

1. Reduce Next Payment: The credit is applied to future vendor payments, reducing the amount you owe
2. Job Cost the Credit: When a vendor overbills on a project, linking the credit to the job reduces overall project costs, improving project performance metrics

Setting Up Job Costing

1. Open the Vendor Credit Memo
2. Ensure a Job / Contract is linked in the Details section
3. Navigate to the Job Costing section
4. Review the job costing entries showing how the credit affects project costs
5. Use the Cost Code filter in Advanced Filters to find credits by specific cost codes

Yes, Credit Memos can be applied in partial amounts across multiple Invoices or Bills until the full credit is used.

• When applying a credit in the Transactions module, you can specify an amount less than the total credit available
• The Credit Memo Balance field automatically updates to show the remaining credit
• Each application appears as a separate entry in the Credits Applied section
• Continue applying the credit to additional documents until the balance reaches zero

The Credits Applied section provides a complete audit trail of credit applications.

1. Navigate to Financial workflow and click Credit Memos
2. Click the Credit Memo to open its details
3. Scroll to the Credits Applied section
4. Review the list showing each application with document reference, date, and amount
5. Click on the Used On reference to view the linked Invoice or Bill

Credits that have been applied are part of transaction records. To reverse a credit application, you would need to adjust or void the transaction.

1. Navigate to Financial workflow and click Transactions
2. Locate the transaction where the credit was applied
3. Review the transaction with your accounting team to determine the appropriate reversal method
4. Adjust or void the transaction according to your company's accounting procedures

Access to the Credit Memos module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Credit Memos) permission (ID #1562)
3. Once granted, you'll find the module in the Financial workflow

Access to Vendor Credit Memos requires an additional security permission beyond basic Credit Memos module access.

1. Contact your system administrator
2. Request the View Vendors Mode permission (ID #1667)
3. This permission is found in the Credit Memos section of user access settings

Alert notifications are controlled by user permissions. To enable Credit Memo creation alerts:

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Credit Memos section
5. Enable Alert when Credit Memo is created (ID #1644)

Generate professional PDF documents of Credit Memos for sending to Clients or Vendors or for record-keeping.

1. Navigate to Financial workflow and click Credit Memos
2. Select the Credit Memo from the List View
3. Click the ⚙️ Gear Icon
4. Select Credit Memo from the menu
5. The PDF will be generated and ready to download, print, or email