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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.

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.

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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 #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.
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Click on "PF20174WH"
Step #2: Click on "PF20174WH"
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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 #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.
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This is the second invoice number that you will be checking into.
Step #4: 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

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

Use the drop down arrow to search for both invoice numbers

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Click here
Step #6: Click here
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Click here
Step #7: Click here

Search

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Type "3139873 + Enter"

This is paid in full.

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Click here
Step #9: Click here

Next, we will check the second one.

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Click here
Step #10: Click here

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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.

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Click to create a New Invoice
Step #12: Click to create a New Invoice
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Fill invoice details using PO number and return quantities from the Credit Memo
Step #13: Fill invoice details using PO number and return quantities from the Credit Memo

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

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Type invoice date, press Enter 3 times and Sage will auto fill the due & discount dates
Step #15: Type invoice date, press Enter 3 times and Sage will auto fill the due & discount dates
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Type "0416 + Enter"
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Type "Enter"
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Type "Enter"
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Locate the correct line of the return and type the quantity in a negative
Step #19: Locate the correct line of the return and type the quantity in a negative
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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.

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Click here
Step #21: Click here
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Click on "Yes"
Step #22: Click on "Yes"
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Click here
Step #23: Click here
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Click on "Yes" - we want to save without a discount
Step #24: Click on "Yes" - we want to save without a discount
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Click Yes, we want to continue even through this job is marked complete.
Step #25: Click Yes, we want to continue even through this job is marked complete.
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Click here
Step #26: Click here
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Now, do the same steps with the second PO number
Step #27: Now, do the same steps with the second PO number
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Type "CM519321 + Enter"
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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.

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Click on "OK"
Step #30: Click on "OK"
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Double-click here
Step #31: Double-click here

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Type "0416 + Enter"
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Type "Enter"
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Type "Enter"
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Click here
Step #35: Click here
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Type "-2 + Enter"
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Click here
Step #37: Click here
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Click on "Yes"
Step #38: Click on "Yes"
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Click on "Yes"
Step #39: Click on "Yes"
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Click here
Step #40: Click here
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Click here
Step #41: Click here

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.

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Click on Index tool
Step #42: 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.

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

Done!

Entering Credit Memo to Multiple PO Numbers