Add a debit memo from a vendor

Article • 4/2/2026 • 3 min read

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

To add a debit memo from a vendor

  1. Set up the debit memo.

  2. Specify the debit memo type and the vendor.

    1. On the Toolbar, select Copy > Debit Memo > Vendor. The Copying Vendor window appears.

    2. Select the vendor.

    3. Type the vendor number or vendor’s company name in the respective blank box of the Vendor or Company column and press Enter.

      The blank area acts as a filter. The required vendor number is listed in the Copying Vendor window.

    4. Double-click the vendor to use.

    5. Select the items.

      » If there is a single item, select the row and click Select.

      » If there is more than one item listed for a vendor, click Next. From the list of items displayed, select the required items and click Select.

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

  3. Specify the vendor invoice number and posting date.

  4. In the Invoice Number field, type the new vendor invoice number.

    1. 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. Specify the tax information:

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

    2. Click the Accounting Summary tab, and type the total tax in the Tax total field.

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

  10. Specify the items.

1.  Click the **Line Items** tab.

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

2.  On the grid toolbar, click **New**.

2.  In the **Description** field, type a description of the product or service you received from the vendor.

3.  Type in the fields you need to identify the items or service or use the Lookup Reference to find the item.

4.  To change the general ledger, click the **Expense GL Number** Lookup Reference and from the **Lookup For Expense GL Number** window, double-click the row that contains the account to use.

5.  *To change the general ledger accounts payable, click the* **AP GL Number** *Lookup Reference and from the* **Lookup For GL Number** *window, double-click the row that contains the account to use.*

11. If the item is taxable, select the Taxable check box.

1.  If your company uses geographic-based taxes, click the **Jurisdiction** **Lookup Reference** and, from the **Lookup For Jurisdiction** window, double-click the row that contains the required jurisdiction. On the **Toolbar**, click **Save** to save the changes.