Service Credit Memo

This chapter contains all relevant information on creating and processing service credit memos in TRASER DMS 365. It is divided into the following sections:

• Creating Service Credit Memos
  • Creating Service Credit Memos from Service Invoices
  • Importing Service Invoices into Service Credit Memos
• Posting Service Credit Memos
  • Batch Posting Multiple Service Credit Memos
• Printing Service Credit Memos
• Archiving Service Credit Memos

Creating Service Credit Memos

You can create service credit memos in TRASER DMS 365 to refund posted service invoices as well as warranty claims in part or in full. The following sections describe how to create a credit memo from a service invoice or import invoice data into a newly created service credit memo. All important information about service credit memos from warranty claims can be found under Creating a Credit Memo from a Warranty Claim.

Creating Service Credit Memos from Service Invoices

You can create a service credit memo directly from a posted service invoice. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Posted Service Invoices page.
• Open the service invoice for which you want to create a credit memo.
• Click on Correct > Create Corrective Credit Memo in the menu bar.
• Confirm the dialog window with Yes.

• Navigate to the Lines FastTab.
• Select Order > Service Lines from the menu bar in the FastTab.
• To remove a service line from the credit memo, click on the selection field in the respective line and select the Delete Line option.
• Repeat this process for all service lines that shall not be refunded.

You have successfully created a service credit memo and selected the service lines to be refunded. The General, Lines, Invoicing and Shipping FastTabs will be filled in automatically by the system based on the information in the corresponding service invoice, but can be edited as needed.

Importing Service Invoices into Service Credit Memos

You can import data from a posted service invoice into a newly created service credit memo. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Credit Memos page.
• Click on New in the menu bar to create a new service credit memo.
• Click on Prepare > Copy Document... in the menu bar of the newly created service credit memo.
• Select Posted Invoice from the dropdown menu in the Document Type field.
• Select the posted service invoice for which a credit memo shall be created in the Document No. field. The Customer No. and Sell-to Customer Name fields are filled automatically by the system.
• Activate the Include Header toggle switch.
• You can make further settings as needed.
• Click OK to confirm your entries.

You have successfully imported the data from a service invoice into a service credit memo. The General, Lines, Invoicing, Shipping, and Application FastTabs are automatically filled in by the system based on the information in the corresponding service invoice. They can be edited as needed, in the same way as described in the Creating Service Credit Memos from Service Invoices section.

Posting Service Credit Memos

To refund the costs of a service invoice, you have to post the created service credit memo. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Credit Memos page.
• Open the service credit memo that you want to post.
• Click on Home > Post > Post in the menu bar.

• In the following window, enter the Starting Date and Finishing Date of the related service order in the corresponding fields.
• Confirm your entries with OK.
• Confirm the dialog window with Yes.
• Optionally confirm the following dialog with Yes if you want to open the posted service credit memo.

You have successfully posted a created service credit memo. It will be archived automatically on the Posted Service Credit Memo page.

Batch Posting Multiple Service Credit Memos

You can process multiple service credit memos at once using a batch posting. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Credit Memos page.
• Open the service credit memo that you want to post.
• Click on Home > Post > Post Batch... in the menu bar.
• In the Posting Date field in the Options FastTab, select a posting date for the documents to be posted.
• Navigate to the Filter: Service Header FastTab.
• Click on + Filter... and select the criterion by which documents shall be filtered, e.g., Customer No. or Order Date.
• Make further settings or apply filters as needed.
• Click OK to confirm your selection.

You have successfully batch posted multiple service credit memos. All documents that match the selected filter criteria are automatically posted and then archived on the Posted Service Credit Memos page.

Printing Service Credit Memos

You can print a service credit memo to send it to a customer as a printed or electronic document or to file it. To print a service credit memo, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Credit Memos page.
• Open the service credit memo you want to print.
• Click on Home > Preview Document in the menu bar.
• In the following window, enter the Starting Date and Finishing Date of the related service order in the corresponding fields.
• Confirm your entries with OK.
• In the Printer field, enter the printer on which the service credit memo shall be printed.
• You can make the following printer settings as needed:

• Click on Print to print the document with the desired settings.

You have successfully printed a service credit memo or saved it as an electronic document.

Archiving Service Credit Memos

Once a service credit memo has been posted, the document will be archived automatically. To view archived or posted service credit memos, please proceed as follows:

• Use the quick search (ALT+Q) to find the Posted Service Credit Memos page.
• Open the desired posted service credit memo.

You have successfully viewed an archived service credit memo.