OVERVIEW
How to add a new credit memo
How to edit an existing credit memo

SCREEN OVERVIEW
Add/edit credit memo
Bill to/ship to address
Details
Existing credit memos
Buttons

Overview

A credit memo, as many small business owners already know, is a note attached to a customer or vendor detailing a credit to their existing account. There are a variety of reasons a company might choose to do this, depending on the goods and/or services they provide, but one thing is for certain: you need a way to keep track of your current, past, and future credits. Method CRM allows you to associate a new credit memo with a customer or vendor, as well as edit existing memos on file. Here's how to go about doing both of those things!

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How to add a new credit memo

1. There are three ways to access the Add/edit credit memo screen in Method CRM:  
   • In Method CRM, go to Customers > Credit Memos. This will generate the Existing Credit Memos grid on the left hand side and the Add/edit credit memos screen on the right side of the screen.
   • In Method CRM, go to Customers and Contacts list and choose a customer or contact to edit. From the Edit screen, scroll down and click Transactions > New transaction > Credit memo. This option will take you to the Credit Memos tab link and auto-fill any pertinent information associated with this customer or contact.
   • In Method CRM, go to Leads and Contacts list and choose a lead or contact to edit. From the Edit screen, scroll down and click Transactions > New transaction > Credit memo. This option will create a temporary Credit Memos tab link in your Leads tab and auto-fill any pertinent information associated with this lead or contact.

   TIP:	If you chose option 2 or 3 above, several of the following fields should already be auto-filled with your customer or lead's pertinent information. If this is so, just skip over them and continue to the next step!

2. Choose a customer or lead from the Customer:Job drop down menu. If this field was not already filled, choosing a name will auto-fill some of the following material.
3. Choose a class of job from the Class drop down menu (for more information on classes, please see the documentation on Classes).
4. Choose an account to apply to this credit memo. In Method, the default is Accounts Receivable.
5. Choose a date for this credit memo from the Date drop down menu, which will generate a clickable calendar.
6. The Bill to / Ship to addresses may already be filled in if your customer or lead had this information associated with them. If not, fill it in now.
7. The Details section requires several fields to be filled out. First, include a PO number for your customer or lead if applicable, and indicate which sales rep was associated with this transaction by choosing one from the drop down menu.
8. Fill out the Line item grid with all pertinent details, including services or products being credited, and whether or not these services or products should be taxed. The other fields in the grid will be automatically filled when you choose services or products from the drop down menu. If you fill up the existing line item spaces and require more, click on New line item to generate more. Click Update when you're done to generate a subtotal at the bottom of the Amount column.
9. If pertinent, include a Customer message from the drop down menu.
10. Specify whether or not the credit is subject to taxes by choosing "taxable" or "out of state" from the Tax drop down menu.
11. Click Mark credit memo as pending if you want to flag the memo for review in QuickBooks. Specify whether or not the memo should be flagged for later printing or email by clicking those options.
12. If necessary, include a memo detailing anything that has not been otherwise covered in this screen in the writeable Memo field.
13. Clicking Save will generate a total based on the subtotal from the grid above as well as any applicable taxes, and will save the record to Method. Once the screen is refreshed, this credit memo will be viewable in the Existing credit memos grid.

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How to edit an existing credit memo

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Screen overview

The following is a breakdown of the Add/edit credit memo screen. We'll take a closer look at each element of the screen (drop down menus, buttons, etc.) so you know exactly what each element does. We hope this will be a useful "glossary" of sorts for new users!

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Add/edit credit memo

The first section of this screen details the information Method needs to generate a credit memo. Let's take a look at each of the five fields found here.

• Customer:Job: As you may have read elsewhere in this documentation, the Customer:Job denotation is used to specify whether it is a job for the customer at large (for example, if the job is Marketing for the customer Target) or whether the job is for a specific customer (for example, if the job is Roofing for the customer Target Dallas). The drop down list provides you with a list of all your customers and vendors within Method. Choosing one will automatically fill out the billing and shipping information associated with this contact in the fields below. Using the ellipses button (...) next to this drop down list will generate the Search/New customer screen, which will be discussed elsewhere in this documentation.
• Class: This refers to the type of job or material that is being credited to the customer. Please see our documentation on Classes for more information. The options here refer to specifically what is being credited, so if the customer provided his own materials, you might wish to give him a credit towards his final bill that reflects that.
• Account: The only option available in this drop down menu is "Accounts receivable" which is the most common department to deal with crediting accounts. You can add multiple different Accounts receivable in QuickBooks.
• Date: Clicking on this drop down menu generates a clickable calendar with which you can choose the date the credit will be paid out.
• Credit no.: This writable field allows you to assign a unique credit number to this particular credit memo. This number is usually auto-generated by QuickBooks, but you can edit it here. You can use that number to search for this credit memo in the Existing credit memos grid.

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Bill to/ship to address

This section requires you to fill out generic address information for the customer or vendor. If that information was already associated with their file in Method, it will be auto-generated when you choose their name from the Customer:Job drop down menu.

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Details

• PO Number: You can fill in a purchase order number associated with this particular credit memo in this field.
• Rep: This drop down menu lets you associate a sales representative with this credit memo. It can be the same rep as is already associated with the customer or vendor, or it can be a different rep.

Below, there is another grid detailing Line items. These items are generated in QuickBooks and pushed here to Method when you sync!

• Service date: This refers to when the job was completed. The drop down list generates a clickable calendar for you to choose a date.
• Item: This refers to the goods and/or services your company offers. (Please see Items for more information)
• Description: This is a writable field that allows you to add pertinent information about the good or service and why the amount is being credited back to the customer or vendor.
• Rate/Quantity/Amount: These fields are writable, and the values you enter will change based on what product or service is being credited. For example, if you are crediting three hours' worth of labor at twenty dollars an hour, the Rate might read 20/hr, the Quantity 3hrs, and the Amount would be $60.
• Tax: This drop down list allows you to choose whether the product or service was taxable or non-taxable.
• Delete: Obviously, this allows you to delete the selected line item.

The three buttons at the bottom of this section allow additional options to be explored.

• New line item: Insert a new line item. This can only be used if you have filled all the existing line item spaces.
• Update: Update the grid with the new information.
• Cancel: Cancel the update.

There are further options at the bottom of this screen.

• Customer message: This drop down list gives you the option to pick from a handful of pre-written "thank you" messages.
• Tax item: This drop down menu lets you differentiate between items that are taxable and items that have been sold out-of-state and are therefore not taxable within your home state. Please see our documentation on Taxes for more information.
• Mark credit memo as pending: This allows you to identify this particular memo as "pending", which means it won't be paid out immediately.
• To be emailed/To be printed: These check boxes denote what should be done with this credit memo upon completion.
• Memo: This writable field is similar to a "memo" field on a check: it is there as a simple marker to denote what the credit is for in basic terms.

This screen will also show the total of this particular credit memo (generated from the subtotal above plus any applicable taxes when you click Save), and any remaining credit on the customer's account.

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Existing credit memos

The Existing credit memos grid works the same way as other grids found in Method (see our documentation on Grid Functionality for more information), but as usual the Filter by view drop down list is a little different, so let's take a closer look.

• All credit memos: This option, naturally, will display all credit memos currently in Method.
• Non-posted credit memos: This option will display credit memos that are pending and have not yet been synced with QuickBooks.
• Today's credit memos: This option will display all credit memos slated for today's date.

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Buttons

As usual, you will find some familiar buttons at the bottom of this screen that offer you other options to be had. They are as follows:

• More actions: This button will give you the option to customize templates or delete the credit memo, which cannot be undone.
• Print preview: This will generate the print preview screen, which will show you what a printed version of this credit memo will look like.
• Save: This will save any changes you've made and leave you on the page to continue editing.
• Save & New: This will save any changes you've made and clear the fields to prepare for a new credit memo.
• Clear/New: This will clear the changes you've made without saving, in preparation for a new credit memo.