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Credit Memos and Service Type Agreements

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Sarah
Advanced Member
Posts: 23
Advanced Member
8/8/2016 7:05 PM

    I have recently discovered that when our AP folks get a credit memo from a vendor that was originally paid off a PO, they are entering the credit memo invoice as a negative expense with no PO (we call a payment negative or not a direct invoice when there is no PO associated), because the system will not allow them to enter it against the PO, meaning they get an error and cannot move forward.

    This is causing an issue with Agreement values, more so than Standard POs from RQC.  If the original charge was applied against the agreement, then if a credit memo is received and not applied to the agreement cancelling out all, or a portion, of the original payment, when the new invoice with the correct charges are applied to the agreement, if have double charged the agreement.

    I am hoping this is a system set-up that we can change and allow credit memo invoices to be entered against POs both with the handling code of MAT (Matching) and SERV (Service only). 

    If this is not something that can be fixed in the system, how do others handle/process credit memos and keep an audit trail and maintain the correct spend on agreements?

    Jeremy
    Veteran Member
    Posts: 129
    Veteran Member
    11/10/2017 12:52 PM
      Hi Sarah,

      Did you ever figure this out? We have a similar problem, but with normal PO's and not vendor agreements.
      Sarah
      Advanced Member
      Posts: 23
      Advanced Member
      11/10/2017 2:24 PM
        Hi Jeremy,



        We did not figure this out, unfortunately.  However, there is a System Enhancement Request in the system (Request # 9906) with Infor.  Please vote and comment of your interest and issues to help the Infor team to create and fix this bug!
        Sarah
        New Member
        Posts: 1
        New Member
        7/20/2018 6:28 PM
          Hi all,

          Do you have a process for matching credit memos to Catalog and/or PunchOut POs? We're having this problem as well.
          Sarah
          Advanced Member
          Posts: 23
          Advanced Member
          7/23/2018 2:38 PM
            To Enter Credit Memo
            AP20.1 - enter information as normal including the original PO number
            a. Process Level = EXP
            b. Handling Code = MAT
            c. InvAmount = positive number
            d. Invoice Type = C 
            5. Click Misc. Tab
            a. Enter Original Invoice Number
            b. Click Add.
            8. Transferred to MA42.1
            a. Click Inquire
            b. FC = X - Select
            c. Actions - Match
            Jeremy
            Veteran Member
            Posts: 129
            Veteran Member
            2/12/2019 2:35 PM
              Hi Sarah,
              Your above steps don't seem to work for me when attempting to do this with a credit memo for a vendor return. I'm stuck at the MA42.1 screen, not sure what to enter/do here.
              My PO was for 10 each.
              I received all 10.
              I was invoiced for all 10.
              Then, I entered a return of 5. Now I have to enter the credit memo for those 5.
              I was alway trained that my credit memo has to be entered as a NOPO or non-PO-matched handling code.
              Sarah
              Advanced Member
              Posts: 23
              Advanced Member
              2/12/2019 5:46 PM
                Hi Jeremy,

                It has been a while since I have reviewed these steps and I am not sure if something has changed in system, but did you click on Inquire after you were transferred to MA42.1?

                Jeremy
                Veteran Member
                Posts: 129
                Veteran Member
                7/14/2020 9:18 PM
                  Hi all,
                  I did not see Sarah's reply and this fell off my radar, but it's back on now. Yes, I am first inquiring. Here's what I'm trying to do, but getting an error now:
                  1.) Ordered 10
                  2.) Received 10
                  3.) Invoiced and paid for all 10
                  4.) PO closed, but we reopened it.
                  5.) Returned one and expected credit memo
                  6.) Enter credit memo and original invoice and selected the return number on the Misc tab on AP20
                  7.) MA42 screen now. Inquire to view details. Attempt match but get error (Inv amt not equal goods amt AOC and Tax AOC; cannot match).
                  8.) Try playing around with line on MA42 by adding details to the line get all various error messages: Cost credit not allowed if no cost difference exists. Credit Quantity cannon be > than MNR quantity.

                  Not sure how to properly enter this credit memo for the return. I'm stuck!
                  Sarah
                  Advanced Member
                  Posts: 23
                  Advanced Member
                  7/15/2020 12:36 PM

                    Hi Jeremy,

                    I am sorry to report, I have not traveled down this rabit hole any further as I felt it was a deadend; however, I will try to help navigate with the knowledge I currently have. 

                    On step #6 you selected the return number on the Misc tab.  Did you enter the original PO# as well? 

                    In step #7 after clicking Inquire, did you put an X in the FC code to select the line and enter the QTY you are returning (if not all 10)?  Did your orginial invoice have AOC and/or Tax AOC applied? (you might need to click on the AOC button at the end and credit that as well?) 

                    Beyond this I am not sure I can be of any more help, it might be worth an Incident ticket with Infor to see if maybe it is a system glitch.

                    Please report back if you find the solution, I know I would be interested in the results and I am sure there are others as well!

                    Thank you!

                    Jeremy
                    Veteran Member
                    Posts: 129
                    Veteran Member
                    7/15/2020 12:44 PM
                      Thanks for the reply Sarah.
                      I can't remember for sure if I put the PO in or it automatically populated from the return number I entered. But, it is in either way.
                      On #7, I did try the "X" for select. But that doesn't do anything. Based on the various error messages, MA42 is expecting me to do an "add" to add the quantity and unit cost, so I try that and receive the error(s) I mentioned.
                      For my simple test, not tax or AOC was entered.
                      I may reach out to Infor. But, we are on version 9 (long term project to implement CSF underway) so I don't think I'll get much assistance from them!
                      Thank you!
                      Sarah
                      Advanced Member
                      Posts: 23
                      Advanced Member
                      7/15/2020 12:59 PM

                        We are on version 10 and I don't know if there is a big difference, but under Action I have a caluate rate option, maybe after selecting the line you need, you need to 're-calculate the rate' then try  to match?

                        I really wish I could be of more help. We are starting implemention of the contract management model in a few months and credit memos is on my list of things to master before the consultant is done. I will provide any and all findings when it happens!  Until then, hopefuly someone else has some answers.