General Information 
Receive Credit Memo
Use this task to receive a Credit Memo against an existing AP Invoice or receive a Credit Memo without referencing an existing AP Invoice. After a Credit Memo has been received and coded, it will be displayed in the Verify Invoices To-Do List Activity, the Approve Invoices To-Do List Activity or the Export Invoices To-Do List Activity depending on how you have defined your Accounts Payable process flow at System Administration > Maintain Lookup Tables - Business Constants.
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Accounts Payable Detail General Information Receive Credit Memo
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Accounts Payable Detail Invoice Receive Credit Memo
Find Vendor
The first step of the task is to select a Vendor Account Holder for the Vendor you wish to receive the AP Invoice for.
Vendor Account Holders are created at the Vendor Detail > AP Vendors tab.
Only Vendor Account Holders for communities and/or management companies that you have been authorized to see at the System Administration > Employees tab will be included in this list.
To further filter this list down enter any of the following search criteria:
Vendor Name - as you begin to type the Vendor Account Holder's name, the list will dynamically narrow down to all Vendor Account Holders that start with or contain the characters you have typed in.
For example, you can search for a telephone company and filter the list to all Vendor Names that contain the word telephone.
Account Nbr - as you begin to type in a Vendor Account Holder's Account Number, the list will dynamically narrow down to all Vendor Account Holders that have an Account Number that start with the characters you have typed in.
Community/Mgmt Co - select the Community or Management Company to see all Vendor Account Holders for the entity you have selected.
If the Vendor Account Holder that you are looking for is not in the list, you will need to navigate to the Vendor Detail > AP Vendors tab using the Add Vendor Account Holders task to add it.
If the vendor in the list is authorized for several communities and it does not have a specific Account Number assigned to a Vendor Account Holder, you will see “<multiple>” in the Community/Mgmt Co column of the list.
If a row with "<multiple>" is selected, you will need to select a specific Vendor Account Holder in the Add New Line Items step of the task.
Click the Clear link to clear out your search criteria.
Click Next after you have selected a Vendor Account Holder.
Invoiced Line Items
You are not required to select any Invoiced Line Items to create a credit memo. If there are none to be selected, just click Next to move onto the next step of the task.
Set your search criteria to filter the list of Invoiced Line Items down by:
Community/Co - select a specific community or management company that you are authorized to see at the System Administration > Employees tab.
Building - after selecting a community, you can further filter the list by selecting a building in that community
Unit - after selecting a community, you can further filter the list by selecting a unit in that community
It's not necessary to select a building before selecting a unit, but when a community has more than one building, selecting that building will filter down the list of units to those that are in that building.
Invoice Number - enter the Invoice Number if you know which one you are looking for.
Use the Select All and Deselect All links to select one or more of the Invoiced Line Items listed.
As you highlight each of the Invoiced Line Items, you will see its Work or Material Details.
Click Next after you have selected each of the Invoiced Order Line Items to be used for this Credit Memo.
Add New Credit Memo Line Items
Enter the Credit Memo Header Information:
Credit Memo Number from the Credit Memo being received.
This field is alphanumeric limited to a size of 27 characters.
When entering alpha characters, they will default to capital letters.
If you do not require Invoice #'s be entered at System Administration > Maintain Lookup Tables - Business Constants and you leave this field blank, Property Manager will generate a number for you automatically. The number generated will be "AUTO##" with ## increasing by one as each AP Invoice is received without an existing number.
If the Require Invoice # parameter is selected on Business Constants, you will be required to enter an Invoice # for each AP Invoice or Credit memo created at Accounts Payable Detail with the Receive Invoice, Receive Utility Bills, Receive Credit Memo and Receive Credit Memo for Selected Invoice tasks.
Please note that this parameter is not visible on Business Constants in the current version of Property Manager and is defaulted to being NOT selected. If you wish to require Invoice #'s for each AP Invoice, please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 to have this parameter selected for you.
If you enter a duplicate Credit Memo Number for the selected vendor, you will receive an error when clicking Next or Finished to the task. You can change the Invoice # from the Add New Line Items step of this task.
Select or enter the Received Date of the Credit Memo. This is the date you receive the Credit Memo in the mail.
Select or enter the Credit Memo Date of the Credit Memo. This date comes from the face of the Credit Memo being received into the system.
The Due Date will default based on the Payment Terms setup at the Vendor Detail > AP Vendors tab using the Add AP Vendor or Maintain AP Vendor task.
You can change the defaulted Due Date to today or any day in the future.
Enter the total Amount of the Credit in the Amount field. The sum of all Line Items added must equal this amount.
Enter the amount as a positive number.
Select the "Review Hard Copy" checkbox if you want the approver of this Credit Memo to review the hard copy of the Credit Memo.
When the approver drills down into the Credit Memo (Accounts Payable Detail > Invoice tab), they will see this flag.
Select the "Track Comp Price" checkbox if you want to be able to use this Credit Memo to track comparable prices
When the approver drills down into the invoice (Accounts Payable Detail > Invoice tab), they will see this flag.
Maintenance Reports under Reports will have this flag available as a filter allowing you to compare prices on a particular skill, material or bill.
Select a Note Type and enter a Note to be added to the Credit Memo.
This is the note for the entire invoice and won't be used for individual line items. Notes added in this task will show on the Accounts Payable Detail > Invoice tab in the Transactions data window as a Note Type transaction and in the Accounts Payable Detail > Invoice tab and in the Approve Invoices task.
Note Types include: Alerts, Discount Info/Terms, Information Change, Miscellaneous, Order Change or Vendor Comments.
Click the 
next to the Comments field to open up a popup box, which will allow you to see more of the note you are adding to the Credit Memo.
If you need to add additional Credit Memo Line Items to the Credit Memo than for the ones selected on the previous step, click the Add Line Item link in the "Line Items on this Credit Memo" title bar.
Line Item Being Credited (if any) - only displays information for the AP Invoice Line Item that was selected to be credited. Column will be null when no AP Invoice Line Item was line Item was selected.
Account Holder - select a Vendor Account Holder (limited to the Vendor Account Holders created for the selected community)
Please note, for BP Financials Customers, the Account Number for the selected Vendor Account Holder will be in the Reference field for the invoice when it is loaded to BP Financials and this field will print on the check printed paying this invoice.
Expense Code - the GL Account for the expense distribution will default to what is setup for the Vendor Account Holder, but can be modified when the default doesn't apply to the current AP Invoice being received.
If the Invoice Account doesn't have a default GL Account assigned, the GL Account will default to the one defined for the AP Vendor at Vendor Detail > AP Vendors.
The list of available GL Account Numbers will be limited to those of the Account Types Expense and Other Current Liability that have been set to "AP" at System Administration > Accounting Setup - GL Account Setup and also to the GL Accounts in the GL Chart assigned to the community or management company at System Administration > Accounting Setup - Export Information Setup.
If there are more than one Line Items already listed, when you select an Expense Code for the first one, you will be prompted to apply this Expense Code to the other Line Items that do not have an Expense Code already assigned to them.
Credit Amount - enter credit amount as a positive number.
As you update the Amount for each Line Item, the total adjusts accordingly. Before you can move onto the next step, the Total Credit Amount of the Line Items must equal the Total Amount of the Credit Memo entered above.
Description - enter additional information to describe the Credit Memo Line Item
After entering the description to a Line Item and hitting the [Tab] key, an new row for another Credit Memo Line Item will be available.
If you don't need to enter additional Credit Memo Line Items, click the Remove link to remove the blank row just added.
Click Next after you have added all the Line Items to the Credit Memo and the sum of those Line Items equals the total amount of the Credit Memo.
If the sum of the Line Items doesn't match the total amount, you will be asked if you wish to change the total amount. Click Yes to change the total amount or click No to go back and make changes to the line items.
If you had entered a duplicate Credit Memo Number for the selected vendor, you will receive an error. You can change the Credit Memo # without losing any of the information you have entered for the Credit Memo.
If you didn't select an expense code for any line item, you will receive a warning asking you if you would like to make corrections before continuing.
When you click Next to Add Attachments as described below or click Finished to complete the Credit without adding attachments to it.
Attach Documents
If you have enabled Document Imaging for your database at System Administration > Maintain Lookup Tables - Business Constants (Attachments for Invoices can be set to be either Disabled, Allowed or Required), click the links to add a File or Scan attachment to your invoice.
With this functionality, you can attach the scanned invoice to the Credit Memo in Property Manager, for example.
If Document Imaging has not been enabled for your database or your Access Role (System Administration > Define Access) does not have access to this functionality, you will just click Next to go to the next step of the task.
Click here to for a description of the Manage Attachments step of this task.
Attachments added through this task will be available on the Accounts Payable Detail > General & Accounts Payable Detail > Invoice tabs to view and/or maintain.
Bostonpost Financials users have the ability to view scanned documents in Bostonpost Financials (i.e. - invoices) attached to an AP Invoice under the Accounts Payable Detail > General tab. Once the AP Invoice has been loaded to Bostonpost Financials, a link will be available that the user can click on to view the attachment without having to go back into Property Manager. Use of this functionality requires a custom field to be added to your Bostonpost Financials application. Please contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.
Click Save and Receive Another to compete the Credit Memo and then receive another invoice without exiting the task or click Finished to complete the Credit Memo.
The Credit Memo's Transaction Log will have the entry "Created".