Credit Memo

A credit memo is a transaction that decreases the amount a customer owes you. You can use a credit memo to reverse a charge you billed to a customer.

For example, a customer returns part of an order after you've issued an invoice. Enter a credit memo to decrease the amount of this open invoice. If a customer receives a credit memo after they pay an invoice, this memo can be applied to any of the customer's open or future invoices. For more information about credit memos, see Customer Credit Memos.

Generate and Send Credit Memos

You can generate and send outbound credit memos with the North America Electronic Invoicing SuiteApp.

To generate and send e-documents for a credit memo

1. Create or edit a credit memo record.

2. On the E-Document subtab:

   • If the Template and Sending Method Auto-selection box is checked on the customer record, then the template and sending method are automatically selected for a transaction.

   • If the Template and Sending Method Auto-selection box is not checked, then from the E-Document Template list, select the Avalara North America Outbound Transaction template.

3. In the North America Electronic Invoicing subtab from the North America Mandate Type list, select one of the following mandate type:

   • US-B2B-DBNA

   • US-B2G-DBNA

     Note:

     You can skip this step at transaction level, if you have already set up the North America Mandate Type field when setting up the customer or vendor record.

     You must make sure all the required fields that are available on an invoice are generated on the credit note.

4. Click Save.

   Note:

   The system updates the transaction record, and the Generate E-Document button is displayed.

5. Click the Generate E-Document button.

   Note:

   On the E-Document subtab, the status of the e-document in the E-Document Status field, will change to Ready for Certification status. If the status is displayed as Generation Failed, then there is an error in generating the e-document, which you must fix before regenerating the e-document. For more information, see Viewing E-Document Status and Audit Trail

6. After generating e-documents, click the Certify E-Document button. The document is sent to DBNA network based on identification type and number provided on customer record.

7. After receiving response from DBNA, the e-document status is set to Sent.

8. In the North America Electronic Invoicing subtab, the following fields are populated with appropriate values after the e-documents sent to e-document recipient by DBNA network:

   • North America Message Receipt ID – This field stores the message receipt ID for the transaction after the e-document is successfully delivered to the recipient on a transaction record.

   • North America Certified PDF – This field stores the PDF of the transaction. You can click the Download link to download the generated PDF file.

   Note:

   If validation errors are displayed, the e-document status is set to Certification Data Error. More information about this error will be generated in the E-Document Audit Trail subtab

General Notices