Credit Memo Centr

What is Credit Memo Centre?

The Credit Memo Centre in XoroERP is a centralized module that allows users to manage, track, and process credit memos efficiently. Credit memos are issued when a customer returns goods, when adjustments are needed, or when refunds are processed against sales orders.

Location in System: Menu > Sales > Credit & Deposit > Credit Memo Centre

This module helps businesses keep accurate financial records, issue refunds, apply credits to invoices, and ensure that all transactions related to customer credits are properly accounted for.

---

Fields and Options

Header Options (Dropdown)

• Print – Print the selected credit memo.

• Add to Email Queue – Add the credit memo to the system’s email queue for sending.

• Show Transactions – View the journal transactions linked to the credit memo.

• Batch Delete – Delete multiple selected credit memos at once.

---

Header Filter Fields

• Store – Dropdown list of all stores in the system; users can filter credit memos by selecting the relevant store.

• Search By – Dropdown with two options:

  • Credit Memo Header – Search by header-level details.

  • Credit Memo Line – Search by line-level details (items, quantities, etc.).

• Status – Dropdown of credit memo statuses:

  • Open

  • Partially Applied

  • Applied

  • Void

  • Partially Refunded

  • Refunded

  • Transferred

  • Partially Transferred

---

Header Search Fields

• Credit Memo# – Unique identifier for the credit memo.

• Customer Name – Filter credit memos by customer.

• All References – Search across references (order, invoice, etc.).

---

Context View (Right-Click Options)

(Functional when “Credit Memo Header” is selected in Search By field)

• Open – Open the selected credit memo in detail view.

• Refund Balance – Opens a popup for Customer Refund to issue refunds against the credit.

• Apply on Invoice – Opens Apply Credit/Deposit module to apply credits on invoices.

• Show Applied on Invoice(s) – Displays all invoices where the credit has been applied.

• Show Refund(s) from Credit – Shows refunds that have been issued from the credit memo.

• Show Credit Transfers – Displays details of credits transferred between entities.

• Show Transactions – Opens the Journal Transaction View to see accounting entries.

• Show Serial Number(s) – Lists serial numbers tied to returned items.

• Show Activity – Displays the activity log of the credit memo.

• Edit in New Window – Opens the credit memo in a separate window for editing.

---

Header Icons

• Refresh – Reload the data.

• Save – Save any changes.

• Search – Execute a search based on filter criteria.

• Copy Link – Generate a shareable link to the credit memo.

• Columns

Column	Description
Date	The date when the credit memo was created.
Credit Memo Number	Unique identifier assigned to the credit memo.
Return Store	The store where the returned goods were received.
Sale Store	The store where the original sale took place.
Customer	Name of the customer associated with the credit memo.
Sales Rep	Sales representative linked to the transaction.
Ref Number	Reference number (invoice, order, or related doc).
Item Type	Type/category of item (e.g., product, service).
Item	The returned item or product code.
Description	Details of the returned item.
Unit Price	Price per unit of the item.
EUP	Extended Unit Price (line-level calculation).
Qty	Quantity of items returned.
Project/Class Name	Project or class associated with the transaction.
UOM	Unit of Measure (e.g., pcs, kg).
Discount	Discount applied to the item.
Amount	Total credit amount for the line.
Tax Code	Tax code applied on the item.
Tax Amount	Tax amount credited back.
Return Code	Code indicating reason for return.
Return Notes	Notes about the return.
RMA#	Return Merchandise Authorization number.
ASN#	Advance Shipping Notice number if applicable.
Charge Code	Any charge code applied (e.g., restocking fee).
Alternative Number 1	Custom alternative item reference.
Alternative Number 2	Additional custom reference.
Alternative Number 3	Third custom reference.
Item Category	The category of the returned item.
Item SubCategory	The subcategory of the returned item.
Item Income Return Account	GL account used for credit/return posting.
Custom Price 1–5	User-defined custom pricing fields for flexibility.

Use Cases

• Refund Management – Businesses can issue refunds directly from credit memos.

• Applying Credits – Credits can be applied to open invoices, reducing outstanding customer balances.

• Returns Tracking – Easily track returned items, reasons, and related authorizations (RMA/ASN).

• Financial Reconciliation – Journal transactions provide accurate financial records.

• Multi-Store Handling – Filter and manage credit memos across different stores.