Apply or edit credit memos for sales

In the New Credit & Debit Memo screen or the Invoice # screen, you can apply credit memos to your sales invoices. Credit memos are vouchers that you can apply to invoices to adjust or void sales.

Notes

  • In order to get AFIP authorization to apply credit memos, you must select the original invoice that caused the adjustment or return.
  • You can electronically issue credit memos or manually register credit memos.
  • You can apply credit memos to a new sale or to invoices with an open balance the same way that you would apply a payment.

There are different regulations for products and services depending on whether you are a simple taxpayer or have a VAT registered company.

  • Simple taxpayer: Credit memos are created with the original invoice. You do not have to select a product or service when you create the invoice.
  • VAT registered company: You must select a product or service because the product or service can include VAT at different rates. You should access the invoice from the Sales list or the Customer list.

  1. To apply or change a credit memo, do one of the following.

    • Simple taxpayer: In the Sales screen, click the row for the voucher to which you want to apply the credit memo, and expand the Credit Memo section.

      Note: Simple taxpayers cannot change credit memos. The balance is always applied to the same, original invoice.

    • VAT registered company: Do one of the following.
      • Click the down arrow for the New Sale button > New Credit Memo at the top of the Sales screen, and click Credit.
      • In the Sales screen, click Apply Credit Memo for the voucher to which you want to apply the credit memo, expand the Invoices section, and select the vouchers to which you want to apply the credit memo.

  2. Enter or change the information for the sales credit memo.

    Notes

    • If the customer you want to select is not in the list, click Add to enter the customer information. When finished, click Save.

      • To have OnBalance automatically complete several fields in this screen, click the Obtain data from the AFIP registry button, and enter the customer CUIT number. The application will verify your customer registration and import all of the information from AFIP into the new customer form.
      • The address information will not display in the New Customer screen you opened, but you will see the information in the customer activity screen.

      • If the query does not obtain results, you will need to manually enter the information for the new customer. The query may not obtain results for the following reasons.

        • AFIP is blocking the customer's registration proof.
        • The ID entered is not a CUIT. The ID is probably a CUIL.
        • The ID entered is not active.
        • The customer is not active in VAT or a simple taxpayer. You will have to select the customer's VAT status.
        • AFIP Web Service is not currently working.
  3. For VAT registered companies, select a product or service, and confirm or change the VAT rate.

  4. Optional for VAT registered companies: If you want to enter a comment for a specific product or service or for products or services in general, click Add Comment in the Product / Service Name section.

    Notes

    • The comment will now be associated with this credit memo.
    • OnBalance saves and displays the comments in the order in which you enter them on the credit memo.
  5. Click the Load Items link to have OnBalance automatically enter the product or service information used on the original invoice selected.
  6. Click Save.

Note: After you apply credit memos, you can view the information in the Credit Memo panel in the Invoice # screen.

The availability of some or all of these features depends on your OnBalance contract and/or configuration.