Departments that receive a supplier credit refund check or memo for goods or services should:
- Confirm that the credit was sent to the correct department.
- Email accountspayable@unlv.edu immediately if the credit was sent to the wrong department.
Procedure for Processing Credit Memos
Suppliers may issue credit memos for invoicing errors, returns, discounts, or other adjustments.
To receive the credit:
- The preferred method is to request a revised invoice that includes the credit.
- Alternatively, contact the supplier to request that a check be issued for the credited amount.
Processing a Credit Memo for the Same PO
If the two options above are not available and another invoice has been received for the same Purchase Order (PO) that exceeds the credited amount.
- In Workday, use the “Create Receipt” task and input the amount to receive for the net difference (the amount being paid to the supplier).
- The net difference is calculated as the invoice amount minus the credit memo amount.
- Attach both the invoice to be paid and the credit memo to the Receipt in Workday.
- Accounts Payable (AP) will apply the credit and pay the invoice against the PO.
For example: if an invoice has been received for $100 and a credit memo was received for $10, a receipt will need to be created for $90. Both documents will need to be attached to the Receipt.
Processing a Credit Memo for a Closed PO
If a credit memo is received for a closed PO:
- Submit the credit memo using the “Create Supplier Invoice Request” task.
- In the memo field, include details about the original invoice such as the Purchase Order number and Supplier Invoice number.
- Enter the supplier invoice request lines as a negative amount (indicating the credit).
For any questions, contact Accounts Payable at accountspayable@unlv.edu.