This section is the Memo List. It contains the list of Memo records.

Overview: Memo list allows registration of Memos for use within system modules. Registration is required to apply deduction from invoice Amount. Each successful registration adds to the number of Memos in the list and each provided a system generated code to distinguish one Memo from another.

Definition of Terms:

Memo List - database of company Memos

Memo - an internal form corresponding to Memo of selected type (credit memo or debit memo)

Memo Record - consists pertinent information about the Memo; found under Accounting - Memo

Memo Number - unique code produced by system for monitoring Accounting Memos

System Credit Memo - an formal request to apply deduction on client's invoice with current balance

User Involve:

Project Managers are responsible for creating a system credit memo as request their request, to be processed by accounting team and apply deduction to corresponding invoices. Both are in charge of maintaining a transparent and accurate memo system.

Debit Memo is between Purchasing, Accounting and Supplier. (this function is not discussed as of writing)

General Procedure/Instruction:

A. Requesting a Credit Memo (PM)

a.1. upon agreement between PM and client regarding amount of deductibles

a.2. open a new memo

a.3. create and fill-up pro-forma invoice profile header, select “credit” as memo type

a.4. fill-up Memo detail (invoice tab) by selecting invoices with remaining balance (as per agreement with client)

a.5. click “save” to have a “For Memo” status memo

a.6. print copy of credit memo by clicking “Print Memo” button then submit copy to accounting

C. Updating System Credit Memo (Accounting)

c.1. select a “For Memo” credit memo on Memo profile

c.2. check correctness of details (ask for revision if with error) note: may use “cancel” button to reject or request for a revised memo

c.3. process credit memo (with use of Quick books)

c.4. confirm processed memo by clicking “Memo OK” to change status to “Memo OK”

For information on about filling up a Memo please see Memo Profile