Dynamics Community Forum Thread Details

Debit Memo Errors

I had a invoice that was paid completely. We issued a partial refund after that. I completed a refund in the receivables module and then attempted to create a debit memo to offset the refund. I am encountering an error when attempting to complete a debit memo.  Here is the error that appears:


Batch ID: 052809 TDJ_3       Audit Trail Code:                       Batch Frequency: Single Use
Posting Date:    0/0/0000     Batch Comment:      debit memo
Trx Total Actual:         2                         Trx Total Control:         1
Batch Total Actual:             $1,150.65           Batch Total Control:             $1,150.65
Approved: NO                Approved By:                       Approval Date: 0/0/0000


Type Document Number        Doc Date    Post Date    Customer ID       Name                             Salesperson ----------------------------------------------------------------------------------------------------------------------------------------

Sales Amount Trade Discount     Freight Amount        Misc Amount      Tax Amount      Document Total   Discount Avail
------------------------------------------------------------------------------------------------------------------------------------

DR DEBIT004               5/29/2009    5/29/2009    1745              Superior Home Mortgage
             $1,150.65           $0.00              $0.00              $0.00              $0.00            $1,150.65            $0.00


     The cash distribution(s) does not equal the actual amount.
     The debit memo distribution(s) does not equal the actual amount.

     General Ledger Distributions
     Account Number                 Account Description              Account Type                 Debit Amount       CreditAmount
     00-0000-10100                      Cash, Checking                   CASH                                 0.00             1,150.65
     00-0000-11000                  Accounts Receivable              RECV                             1,150.65                 0.00
                                                                                                                            -----------------    -----------------
                                                                                                                              1,150.65             1,150.65

Here is the overall effect of all the entries:

Invoice: Debit AR11000 / Credit Revenue 32100

Payment: Debit Cash10100 / Credit AR 11000

Return: Debit Revenue32100 / Credit AR 11000

Debit Memo: Debit AR11000 / Credit Cash 10100

What is causing the error? Is there a better way to process a partial refund?

Travis

Hi,

The distribution type is incorrect. It should be 'DRNOTE' and not 'CASH'. This is the source of your issue. Call up the transaction, click on the 'Distributions' button and then click on 'Default'

This will re-calculate the distributions (including the type) correctly.

In terms of what you are trying to do, you have issued a payment. Your probably rbest to record this in GP as a financial payment (Transactions >> Financial >> Bank Transactions). This payment will Credit your bank account and debit a holding account. The DR Note above that you are entering will Debit AR and Credit the holding account.

Maybe the above paragraph is a solution to your cash refund? But the Dr Memo will not post untill the distribution type is set to DRNOTE.

Best regards,

Ian.

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