Invoices are usually documents requesting payment. The amount of payment is typically a debit to the billing party; Columbia University. A vendor may also issue a credit to a department. This payment instrument is called a Credit Memo. The credit memo resembles an invoice in every respect except that the gross amount is a credit to the University, not a debit.

For example, if the University purchased equipment and then had to return it, the vendor may issue a credit to the University in the amount equal to the cost of the equipment.

To enter a Credit Memo, click Invoice, then Credit Memo on the top tool bar of the Pending Invoices screen.

Select the vendor and enter the invoice number, gross amount, and invoice date, as you would an invoice. See Entering Invoice Details.

Click the Account Distribution notebook tab. Click the Add button.

Enter the purchase order or the 6+account number to be credited. Enter the amount. Do not click the Debit button. Clicking the Debit button will reverse the entry, making it a debit, and causing the item to be out of balance.

Click Save.

Note: Credit memos do not require payment approval.

Write the accepted voucher number on the document, at least one-half inch from the edge of the paper. Place the credit memo in an envelope labeled “AP/CAR” and place the envelope into the nearest AP/CAR pick up box.

Need more help? 

Contact us: AP Service Center, AP Staff Directory.