What This Does
After you process a credit memo, debit memo, or write-off, it becomes a permanent financial record. You can still correct the date, memo text, internal notes, and the batch it sits in if you need to move it. You cannot change its amount, transaction number, or the invoice it belongs to.
When to Use It (and Not)
Use this when you need to fix a typo in a memo's or write-off's notes, correct its date, or move it to a different open batch. If the amount is wrong, this task will not correct it. Apply another memo to correct a memo amount, or contact Support for a write-off because you cannot change a write-off amount after processing.
Prerequisites
- You can open the memo or write-off from the invoice it changed, from the invoice's Related Transactions tab, or from a batch's transaction list.
- To move a memo or write-off to another batch, you need permission to move transactions between batches. Both the current batch and the destination batch must be open or in error status.
Steps
- Open the credit memo, debit memo, or write-off you want to correct.
- From its options menu, choose Edit Details.
- Update the Date, Memo, or Internal Notes.
- Select Save Changes.
Variants
- Moving it to another batch. From the options menu's Finance section, choose Move to Another Batch..., then follow the steps to choose the new batch. This option is unavailable after the current batch has posted or downloaded, or when the destination batch is not open or in error status.
- A write-off's method or account. A write-off's method, either direct or allowance, and its bad debts account control how the loss reaches your ledger. The Console does not let you change either one after the write-off is processed. If you need to change how a write-off was recorded, contact Support. You cannot undo or reverse a write-off after it is created, even to recreate it under a different method. If the recorded amount is wrong or handled the wrong way, record the correction in your external accounting system and leave a note on the write-off record explaining what happened.
- A memo's customer. You cannot reassign a processed memo to a different customer from the Console. If a memo was recorded against the wrong customer, contact Support about the best way to correct it.
Result
The corrected date, memo, or notes appear on the record right away. Only the transaction's date changes; the invoice line keeps its original history of when the memo or write-off was applied.
Side Effects
Correcting a memo's or write-off's date can move it into a different accounting period than the one where it was first recorded, even after that period has closed. Change the date only when you are confident about which period it should count in.
A memo's or write-off's fiscal period can also differ from other transaction-related dates on the same invoice, such as its payment or credit dates, even when no one corrected it. When you reconcile and compare fiscal period against those dates, treat a mismatch as something to review rather than automatic proof that the data is wrong. Timing differences between when a transaction happened and the fiscal-period context it is reported in can be expected.
What to Do If It Fails
- Rhythm refuses the save with a message about an illegal change to a field. You, or the form, tried to change something outside the details you can correct, most likely the amount, a line, or the invoice it belongs to. Reopen Edit Details and change only the date, memo, or notes.
- Move to Another Batch is unavailable. Check the reason shown. Either no batch is linked to the record, the current batch has already posted or been downloaded, or you do not have permission to move transactions between batches.
- You need to correct something this task doesn't cover, like an amount, a customer, or a write-off's method. Contact Support. You cannot change these details from the Console after the memo or write-off has been processed.
- Cancellation or credit-memo activity is blocking a related record from being deleted. Some transactions cannot be deleted once a credit memo or cancellation has touched them, and fixing that can take engineering help. In the meantime, staff have hidden a record like this instead of deleting it by moving it into a dedicated batch and archiving that batch so it no longer appears on finance screens. They also marked the related contact inactive so it drops out of search. Treat this as a way to keep the record out of your way, not as a way to remove it.
- A credit memo didn't create the deferred-entry backout schedule you expected. If invoice deferrals and subledger entries otherwise look correct but the expected backout schedule is missing, contact Support instead of trying to fix it yourself. The fix can call for reopening the fiscal period and unposting and reposting the batch that contains the credit memo, which you should not attempt without help.
Warning
You cannot delete, void, or apply a processed memo or write-off again. After processing, you can only correct its date, memo, and notes. If the amount was wrong, apply a new memo to make the correction instead. Once a credit memo has a corresponding transaction against the invoice, you also cannot undo that application or change the order's status back. The memo and its effect on the invoice are locked in together.