Credit Memo Guidelines and Vendor Detail History

Use credit memos to enter credits against closed purchase orders or other previously-paid transactions.

Use FAIVNDH Vendor Detail History to find document numbers, invoice numbers, check numbers, payment dates, holds, and other information about specific vendors.

Credit Memos vs Refund Checks

Vendor Detail History Form FAIVNDH

FAIVNDH FRM-40106 Error Message

Credit Memos vs Refund Checks

• When dealing with a vendor who is used infrequently by UCSC attempt to get a refund check from the vendor. Credit Memos cannot be applied in the system until the next time the vendor invoices UCSC for an amount in excess of the credit memo, using the same remit address. Note: Unapplied Credit Memos are periodically reviewed, canceled and charged back to the FOAPAL.
   
• Refund checks may be deposited through the Cashier’s Office directly to the appropriate FOAPAL using the SC27 deposit form available from the book store. Vendor refund checks should be made payable to UC Regents.
   
• Frequent UCSC vendors may issue Credit Memos instead of refund checks. If you are not sure how often a vendor is used, you can check vendor history using FAIVNDH. See Vendor Detail History Form FAIVNDH below. It need not be your unit that will buy from this vendor again as long as it is reasonable to expect that the University will be making another payment to this vendor in the near future, so the credit may be applied.
   
• If a refund check is received after entering a Credit Memo, cancel the Credit Memo to avoid a duplicate credit. If the Credit Memo is already applied to a new payment, contact AP.
   
• Credit Memos against closed POs are received by AP and reviewed for vendor activity, remittance address and bank code. AP will provide a routing slip with instructions and the Credit Memo to the Service Center originating the PO. FASTr will process the Credit Memo per the routing slip and then return the original Credit Memo and routing slip noting the Banner document number to AP (the office of record for PO related payments).

Vendor Detail History FAIVNDH

1. In the Go To... field of the Banner Menu Form, type FAIVNDH. Type <return>.
    
2. Enter the vendor number in the Vendor field. To query for vendor codes, type [F9] List (see Query Techniques).
   
3. <TAB> to Fiscal Year field. Current Fiscal Year will default. You may change if desired.
   
   
4. If you wish to constrain your query to a specific From: and To: date range, do the following:
   
   a. <TAB> to Invoice Date From: field, and enter your lower bound date, in format
   DD-MON-YYYY (e.g. 15-SEP-2007).
   
   b. <TAB> to Invoice Date To: field, and enter your upper bound date, in format
   DD-MON-YYYY (e.g. 15-DEC-2007).
   
   
   TIP: Click on the Calendar icon to display a month-format calendar to assist in selecting date ranges.
   
   _____________________
   
   Once your date is selected, click OK, and your date will be returned to the Date field in the proper format.
   
   
   
   NOTE: When entering a date range for FIVNDH, the Fiscal Year field value will blank out.
   
   
   If you don't need to constrain your date range, skip to Step 5.
   
   
5. Type [control page down] Next Block. Your query results, if any, will appear.
   
   

6. Once results have displayed, you can look at Invoice and Check information in detail:
   
   For Invoice Detail, place the cursor in the Vendor Invoice field and select View Invoice Information [FAIINVE] from the Options menu, or Right Click - View Invoice Information.
   
   For Check Detail, place the cursor in the Check Number field and key F3. The check Payment History form FAICHKH will display. Type [control page down] Next Block for check detail. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit FAICHKH and return to FAIVNDH.
    
7. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit FAIVNDH and return to the General Menu screen.
   
   

FAIVNDH FRM-40106 Error Message