Add a debit memo from a purchase order

Article • 4/2/2026 • 2 min read

You use a debit memo when you want to apply credit to an invoice or balance you owe.

You do not create any inventory transactions when you add a debit memo from a purchase order.

To add a debit memo from a purchase order

  1. Set up the debit memo.

  2. Specify the debit memo type and purchase order:

  3. On the Toolbar, select Copy > Debit Memo > Purchase Order. The Copying Purchase Order window appears.

    1. Select the purchase order:

      1. In the blank box of the P.O. No column, type the purchase order number and press Enter.

      The blank area acts as a filter. The required purchase order is listed in the Copying Purchase Order window.

      1. Double-click the purchase order to use.

    2. Select the items:

      » If the purchase order only has a single item, select the row and click Select.

      » If the purchase order has two or more items, click Next in the Copying Purchase Order window. From the list of items displayed, select the required items and click Select.

      » If you want to select all the items, click Select All.

  4. Specify the invoice number and posting date:

    » If required, in the Invoice Number field, type the new vendor.

    » If required, in the Post GL Date field, change the date to post to the general ledger.

  5. Specify payment terms.

    » Use vendor payment terms.

    » Use COD.

    » Use cash.

  6. Specify the shipping charges.

  7. Click the Accounting Summary tab.

    1. In the Shipping Charges field, type the shipping charges.

  8. Add tax information:

  9. Click the Order Info tab.

    1. In the Tax Point Date field, type the date.

    2. If your company uses geographic-based taxes, click the Jurisdiction Lookup Reference, and select the jurisdiction. from the Lookup For Jurisdiction window.

  10. On the Toolbar, click Save to save the changes.

  11. Click the Line Items tab to view the debit memo details.

TheVend Qty Invoiced, Extended Price, and the Invoice Total values are dis- played according to the Negative Numbers display format setup in the Country/Currency Formats (CURR) page when they have negative values.