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
- Posting 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 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.
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:
Note
If items are also canceled when a service credit memo is created and no return or default bin is specified, a bin must be selected.
- 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.
- Click Yes to confirm the dialog window.
Tip
If you want to refund a service invoice in full and post it directly, click on Correct > Cancel. You’ll find more information on this under Canceling Posted Service Invoices.
- 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:
Note
You can directly post a service credit memo and print it with the default printer settings.
To do so, click on Actions > Posting > Other > Post and Print in the menu bar of the respective credit memo.
Analogously, you can directly post and send a service credit memo by clicking on Actions > Posting > Other > Post and Send... in the menu bar.
- 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.
Tip
Before posting, you can click on Home > Post > Preview Posting in the menu bar to show a preview of the document entries.
- 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:
Note
Please note that all pending service credit memos will be posted using this function if you do not filter documents before batch posting.
- 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:
Option | Description |
---|---|
Hide Header/Footer | Activate this toggle switch if the header and footer shall be hidden in print. |
Hide Return Address | Activate this toggle switch if the return address shall be hidden in print. |
Print as E-Post | Activate this toggle switch if the document shall be printed as e-post. |
Hide Salesperson | Activate this toggle switch if the salesperson details shall be hidden in print. |
Print Communication Details | Activate this toggle switch if the communication details shall be printed. |
Show Vendor Item No. | Activate this toggle switch if the vendor item number shall be printed instead of the item number. |
Print Fault Description | Activate this toggle switch if the fault description shall be printed. |
Print Resolution Description | Activate this toggle switch if the resolution description shall be printed. |
Print Customer's Registration No. | Activate this toggle switch if the registration number of the customer shall be printed. |
No. of Copies | Enter the desired number of printed copies. |
- Click on Print to print the document with the desired settings.
Tip
Click on Send to..., select the desired file format and confirm with OK to export the service credit memo as an electronic document and then send it via email.
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.