How To: Issuing a Credit Memo

Overview

The following tutorial describes how to issue a credit memo using Tyler’s Enhanced Return process.

Video

Step-by-Step

Scenario: A customer wants to return a piece of merchandise that she purchased a short time ago. She intends on purchasing another item soon and requests that the return is issued as a credit she may use immediately in the store.

1. Enter the Header and Customer information as described in the ‘Enhanced Return Process: Introduction’ tutorial.

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2. In the ‘Item Number’ field, enter the item that is being returned.
• To search for an item number, click the Search button.

3. To start the return process, you have two options: you can click the Return Product button, or enter a negative quantity in the ‘Qty’ field and press Enter.

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4. The Return Merchandise window appears. A list of previous customer transactions (that contain the entered item) appear in the results box. Click the transaction number on which the item was originally sold.
• At the top of the screen you will notice three fields: ‘Customer #, ‘Transaction # of the return merchandise’ and ‘Item # of the return merchandise.’ Use these fields to filter the transaction information that appears on this screen. The customer information that you already entered displays here by default.
• If the entered item is found on only one transaction, this screen is skipped and the detail lines for the transaction appear.
• At the bottom of the screen you will notice the Over Ride button. This feature should only be used if you cannot find the transaction on which the item was originally sold. For more information on this feature, please see the ‘Using the Override Feature’ tutorial located in this document.

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5. The detail lines for the selected transaction appear. Enter the return quantity for the appropriate item(s) (as a positive number) in the ‘Qty Return’ column.
• If you started the return process by entering a negative quantity in the ‘Qty’ field (instead of clicking the Return Product button), that quantity automatically appears in the ‘Qty Return’ column for the item.
• Click the Return All Lines button at the bottom of the window to return the entire order.
• If an Environmental Tax is attached to an item being returned, the system automatically returns the Environmental Tax.
• Notice that the ‘Each’ and ‘Extension’ fields show the original selling price of the item and cannot be modified.

6. Verify the condition of the item (Box, Floor, Damaged) or change it if necessary.

7. Click the ‘Accept’ button.

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8. If Reason Codes are set up and activated on your system for returns, the above screen appears. If Reason Codes are not set up and activated on your system, skip to step 11.

9. Select a reason for the return.
• The reason codes that appear on this screen are set up in the Order Maintenance Reasons selection (02-08-90-04).

10. The fields that now appear on the screen vary depending on how the reason codes are set up. Enter the required information (Employee Number, Markdown Code, etc) and click Done.

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11. The returned item appears at the bottom of the Detail tab. Repeat steps 2-10 until all items are returned.
• Currently, items from only one transaction can be returned on a single ticket. For example, since item 0XXX was returned from transaction ‘XXXXXX,’ only items from ‘XXXXXX’ can be returned on this ticket. To return items from another transaction you will need to enter a new ticket.
• If the customer must pay a restocking fee, enter the restocking fee in the Item Number field and process the item as you normally would.

12. When you are finished returning items, click ‘Done.’

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13. In the Tender Entry window, select ‘Credit Memo’ from the ‘Payment Type’ drop-down list.

14. The amount to be refunded to the customer appears in the ‘Amount’ field. Accept or modify the refund amount for the Credit Memo.

15. Leave the account number field blank. A temporary account number for the credit memo will be generated by the system using an asterisk plus the order number.

16. Click ‘Accept’ and the refund appears on the right side of the window.

17. Enter the Manager code, if required, to approve the return.

18. When you finish entering all information, click ‘Done’.

19. Depending on how your Invoice Preferences (02-18-01, Field 8) are set up, one of the following now occurs:
• The invoice is automatically printed.
• Invoice print is automatically skipped.
• You can choose to print or not print the invoice.
NOTE: The customer may use the credit memo the same day as the return if needed.