Sage MAS 90 Sales Order Tips from DSD

DSD Sage MAS 90 Tech Tip 30 - Tech Tip: Credit Memo with a Credit Card

by Ken Phillips  

In S/O Invoice Data Entry, the ‘Invoice Type’ field should be Credit Memo on the Invoice Header tab. Be sure to reference an invoice number in the ‘Apply to Inv #’ field. You don't have to reference an invoice number, but when you do, it will bring up the credit card information from the original invoice, and populate the fields in Credit Card Information area on the Totals tab. We have many customers that use several credit cards. By making reference to an invoice number, it will populate the Credit Card Information with the credit card that was charged on that invoice. Otherwise, it will populate with the default Credit Card Information from the customer's Primary Credit Card Information in Customer Maintenance.

After you have entered your lines click on the Credit Card Information icon on the Totals tab. Then click on the Authorize Now button. If you don't authorize the credit card, you will get a credit memo, but you'll still then have to process a cash receipts transaction to apply the credit to the invoice. However, if you do click on the ‘Authorize Now’ button, you will not only get the credit memo, but a cash receipts transaction is created that applies to that credit memo. In the customer's Customer Maintenance screen, you will see a credit memo that applies to that invoice, and a credit card transaction that applies to the credit memo all under the original invoice.

Question: What is the "proper" way to process a credit memo used to credit a credit card and leave the customer with a zero balance?

Answer: If you process a credit memo through S/O Invoice Entry applied to the original invoice which was charged via credit card, you simply reference the invoice the credit applies to.  The credit memo takes care of the rest by crediting the original card number.

Question: How do you "fix it" if the credit was created as an open credit and the credit card credit was processed right from PC Charge, and not through invoicing?  (So now Customer Invoice Inquiry shows that the customer has an open credit when they actually have a zero balance).

Answer: In Cash Receipts Entry, run through a cash receipts via credit card for that amount. Apply the credit to the invoice at this time.