Entering Credit Memo to Multiple PO Numbers

Learn how to manage multiple invoices and PO numbers in Sage 100 effectively, including tips on handling discounts and indexing transactions.

25 Apr 2025 By Rose Gomez

In this guide, we'll learn how to manage returns involving multiple purchase order and invoice numbers in Sage 100. This process is necessary when a single transaction cannot accommodate different PO and invoice numbers. We'll verify that the original invoices were paid in full and ensure that the credit is deserved.

We'll also address how to handle situations where vendors have different policies regarding discounts on returns. By following these steps, you can efficiently manage and index transactions in Sage Paperless, ensuring accurate record-keeping.

Let's get started

Here, we have a return that references two different PO numbers and two different invoice numbers.

Step #1: PO numbers can be found here, always check the body of the Credit Memo for PO numbers since often times there are more than one. — PO numbers can be found here, always check the body of the Credit Memo for PO numbers since often times there are more than one.

Step #2: Click on "PF20174WH" — Click on "PF20174WH"

Step #3: They have also referenced two invoice numbers, you will verify that both of these invoices were paid in full, and included the material on this Credit Memo. — They have also referenced two invoice numbers, you will verify that both of these invoices were paid in full, and included the material on this Credit Memo.

Step #4: This is the second invoice number that you will be checking into. — This is the second invoice number that you will be checking into.

To verify the original invoice payments and to enter the returns, you will open Sage 100

Step #5: Open 4-2 Screen — Open 4-2 Screen

Use the drop down arrow to search for both invoice numbers

Type "3139873 + Enter"

This is paid in full.

Next, we will check the second one.

Type "3105705 + Enter"

Both invoices were paid in full. Now, we will enter this information into Sage 100, as you cannot enter two invoices with the same reference number in Sage Paperless. It will not allow you to export, so it is easier to enter both into Sage 100 instead.

Step #12: Click to create a New Invoice — Click to create a New Invoice

Step #13: Fill invoice details using PO number and return quantities from the Credit Memo — Fill invoice details using PO number and return quantities from the Credit Memo

Step #14: "Order Number" is where the PO number goes — "Order Number" is where the PO number goes

Step #15: Type invoice date, press Enter 3 times and Sage will auto fill the due & discount dates — Type invoice date, press Enter 3 times and Sage will auto fill the due & discount dates

Type "0416 + Enter"

Type "Enter"

Step #19: Locate the correct line of the return and type the quantity in a negative — Locate the correct line of the return and type the quantity in a negative

Type "-2 + Enter"

Ferguson does not reclaim the 2% discount we applied on payment. Other vendors do, including Keller, who will charge you back if you don't return it. You will receive a warning if there is already a matching invoice with this number when you push save.

Step #22: Click on "Yes" — Click on "Yes"

Step #24: Click on "Yes" - we want to save without a discount — Click on "Yes" - we want to save without a discount

Step #25: Click Yes, we want to continue even through this job is marked complete. — Click Yes, we want to continue even through this job is marked complete.

Step #27: Now, do the same steps with the second PO number — Now, do the same steps with the second PO number

Type "CM519321 + Enter"

Type "CM + TabLBH324-4B + Enter"

Sage will warn you that there is already an invoice in the system with this number. Ignore the warning, we need the remittance to show both line items with the same reference number.

Step #31: Double-click here — Double-click here

Type "0416 + Enter"

Type "Enter"

Type "-2 + Enter"

Step #38: Click on "Yes" — Click on "Yes"

Step #39: Click on "Yes" — Click on "Yes"

Once both lines of the credit memo have been entered in Sage 100, go back into Sage Paperless to Index the Invoice image. This will attach it to both transactions in Sage by using the invoice number.

Step #42: Click on Index tool — Click on Index tool

Enter your invoice number if Paperless hasn't already filled the information in. It will automatically match, as those transactions are in Sage Paperless.

Step #43: Click on "+ Index" — Click on "+ Index"

Done!