Apply debit memos to bills

In the New Credit & Debit Memo screen, you can apply debit memos on bills you owe to vendors. Vendors provide debit memos to add interest or other charges to existing bills.

Notes

  • Only VAT registered companies can use debit memos on bills.
  • You can apply a debit memo to a new bill or to an existing bill.
  1. In the Bills screen, click the down arrow for the New Bill button > New Debit Memo.
  2. Click Debit Memo in the New Credit & Debit Memo screen.

  3. Enter the information for the bill debit memo.

    Notes

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

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

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

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

  5. 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 debit memo.
    • OnBalance saves and displays the comments in the order in which you enter them on the debit memo.
  6. If there are unapplied payments for a bill, those payments will be listed in the Unapplied list in the Payments panel. You can apply any of those payments to the bill by clicking Payments to expand the Payments panel and marking the checkbox for the unapplied payment.
  7. Click Save.

Note: To view a debit memo you have already applied to a bill, click the row for the debit memo in the Bills screen or the vendor activity screen.

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