Upload Credit Memo

A credit memo serves as a record of the credit allocated to a customer, This is usually created when an item is returned. It can be created on an existing invoice in the system (Invoice Credit Memo) or it can be created on its own (Credit Memo).

When importing data in bulk into the Xoro system, you can efficiently upload all credit memos by following the steps outlined below:

• Download the latest CSV template from the “Upload Credit Memos” module.

• Copy Credit Memo information into the CSV template.

• Upload the CSV template into Xoro.

Downloading the CSV template

• Go to Upload Credit Memos using the Search Menu.

• Click on the “Download Template“.

  

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.

• The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.

• Make sure you don’t change any of the column headings from row 1 in the template as these are needed for the file to import correctly.

• All date fields will accept the MM-DD-YYYY format.

• Be mindful of any leading zeros in your data; some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

• Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

If you’re importing more than 5,000 records, we recommend you split up the file.

Credit Memo File Fields

Column Name	Data Type	Description
**StoreCode	Text	Enter the store code for the credit memo. This has to match exactly with the store code in Xoro. Note: If this field is blank it will be picked up from the upload default values.
**CustomerName	Text	Enter the customer name for the credit memo. This has to match exactly with the customer’s name in Xoro.
**TxnDate	Date	The transaction date of the invoice in MM-DD-YYYY format.
ExchangeRate	Text	If the credit memo is for a foreign customer, record the exchange rate in this field. This will be “1” for home currency customers and can be something else for foreign customers.
RefNo	Text	A reference number can be associated with the credit memo.
Memo	Text	A memo can be associated with the credit memo.
**Amount	Numeric	Enter the amount for this credit memo in decimal format (example: 3245.12).
ImportError	Text	If there are any errors from an upload, they will be listed in this column.

Uploading the template

Once you have filled out the CSV file with your data, you can follow the steps below to upload it into Xoro:

• The Default values for required columns can be configured before the upload.

  
• Click Browse to select the saved CSV template file.

  
• After the file has been selected, click Verify & Upload to start importing.

  
• While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

• After the import has been completed, the result will be displayed with the message for success or error (if any).

• Credit Memos will only get uploaded into the system if there are no errors in the file.

• If there are errors in the file, you can download the error file, fix the errors in the original file and upload it back into Xoro.

If you want to batch update the existing data, you can download the existing Credit Memos by clicking on Download Existing Credit Memos, update the necessary values in the CSV file, and upload it back into Xoro.