Entering a credit memo
Enter credit memos and apply
them to existing open or partially paid client invoices.
- From the Manage
menu, click Client Receipts.
- For the type, select Credit Memo.
- Select the project or client
associated with the credit memo. Click the Project
or Client option and then make
a selection.
- If you select a project and more than
one client is associated with the project, Ajera selects a client for
you, which you can change by clicking the button in the Client field.
- Multi-company only. Select the recipient of the credit memo.
- Enter the date of the credit
memo.
- To reduce the amount billed
on your financial statements and project reports by the amount of the
credit memo, select the Reduce project
billed amount check box.
You often select this check box when working
on a fixed fee project, and the client disputes the percent billed. You
can then bill the client again at a later time, if needed.
If the check box is not
selected:
- The billed-to-date amount on the project and the billed
revenue on financial statements still reflect this amount.
- The credit memo amount is reflected as a write-off on
your financial statements and project reports.
-
Click
(attachments button) and add attachments, by linking
to related files. A linked file must be in a shared location for other
people to open it (for example, on a shared network or a website).
- If
you enter an amount, enter the total amount for the credit memo. As you
apply it to distributions, Ajera displays the remaining amount. If you
do not enter an amount, Ajera calculates it for you as you enter distributions.
- Select the Write-Off Bad Debt check box if this credit memo is for an uncollectible client invoice.
- Enter
any notes about the receipt. For example, you might enter notes such as: Sent copy of the credit
memo to the PM.
- Use the table to apply the
credit memo amount to your client invoices, as follows:
Apply the credit to the entire invoice amount
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Click the Credit check box for
the invoice.
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Apply credit to part of the invoice amount by activity type of Labor, Expense, and Consultant
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- Click the Credit
check box for the activity type.
- Enter the amount that you
want to apply in the Amount field to the right.
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Apply credit to part of the invoice amount, specifying amounts for distributions
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- Click the plus sign for
the invoice to be credited by the credit memo.
- The distributions appear
by activity. To see the distributions by phase, click the Credit
by phase check box above the table.
- Click the
Credit check box for the distributions you want to credit and enter
the amount to the right for each.
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About invoices with negative
distributions:
You cannot credit part of an invoice that
has a negative distribution so that it results in a negative only credit
or a balance due with a negative amount. You can only save receipts when
the total invoice amount and balance due is positive. Ajera highlights
in red negative amounts that you cannot save.
To enter sales tax for
credits:
If you selected Apply
sales tax on the Billing
tab in Company > Preferences, the
Sales Tax field appears in the table. When you enter an amount in the
Amount field, Ajera automatically calculates the sales tax based on the
sales tax rate you entered for the project or phase (in the Project Command
Center > Project Info tab > Billing subtab) and reduces the amount
you enter in the Amount field. To turn off the automatic calculation,
click the Credit button and enter
the exact amount in the Amount field and in the Sales Tax field.
- Click Save. The credit memo appears for you to review
or print.
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