Credit Memo Reconciliation Rule Management

Credit memo reconciliation rules may be configured similarly to Invoice Reconciliation Rules.

See Documentation Topics:

Invoice Reconciliation Rule Management

Credit Memo Reconciliation Lookup Rules and Lookup Table

Credit Memo Reconciliation Lookup Table Import

Configure Credit Memo Reconciliation Rule

Credit Memo Reconciliation Rules are configured from the Admin Control Panel at DOCUMENT RULES > Payable Rules > Credit Memo Reconciliation Rules. 

Credit Memo Reconciliation Rule Information

Credit Memo Reconciliation Rules are listed in a Grid. Add New Rule allows a new reconciliation rule to be configured. 

1. Provide a Rule Name.
2. Specify whether the rule is applicable to Header Level or Line Level.
3. Provide the Display Message when the rule is triggered. 
4. Provide an optional Description.
5. Set Status to Active for the rule to be in effect.
6. Select the Content Groups the rule is associated with. Double arrow selects all Content Groups. Single arrow selects individual Content Groups. 
7. Select all Content Groups, including automatically selecting newly created Content Groups; or
8. Automatically select newly created Content Groups. 
9. Set an optional Priority.
10. Designate an Exception Handler using the search/select dropdown.
11. Save or Save and Continue Edit to specify Conditions and Actions. 

Credit Memo Rule Re-evaluation Conditions

Credit Memo Reconciliation Rules may be configured to be re-evaluated under specific conditions, such as when a Purchase Order is changed (either manually or via cXML), an Invoice is approved, a related Credit Memo is denied or a Receipt is created. 

Conditions are configured in the Re-evaluation Conditions tab to set rules for clearance of exceptions on any invoices where the exception has been triggered. 

When a Rule is reevauated as False, the reconciliation exception is cleared. 

1. Re-evaluate rule may be set to No, Yes - AutoClear Only, or Yes - Auto and Manual Clear. 
   Auto Clear means only the system clears the exception.  Auto and Manual Clear allows system and manual clearance by approver. 
   Re-evaluation of the rule will occur, when specified below, for all the related Credit Memos that have had the exception triggered. Re-evaluation includes the current Credit Memo and all non-denied Credit Memos created prior to it, related Invoices in OK to Pay, Partially Paid and Paid status, and related Receipts and Purchase Orders. 
2. Re-evaluate rule when the associated Purchase Order total is changed, when set to Yes, causes the rule to be re-evaluated for all the Credit Memos in Reconciliation Needed status related to the changed Purchase Order. 
3. Re-evaluate rule upon Invoice approval, when set to Yes, causes the rule to be re-evaluated under this condition.
4. Re-evaluate rule when Credit Memo is denied, when set to Yes, causes the rule to be re-evaluated under this condition.
5. Re-evaluate rule upon Receipt creation, when set to Yes, causes the rule to be re-evaluated under this condition.

6. Notes: When an exception is auto cleared, the Exception is removed from the Credit Memo as though it had been manually cleared. 
   An email notification is also sent to the reconciler. 

Header-level Credit Memo Reconciliation Rule Conditions

Conditions for a Credit Memo Reconciliation Rule are set after the Rule Information is saved.

When a Credit Memo Reconciliation Rule is configured to be applicable at the Header level, the available Condition is PO-based Credit Memo, Yes or No.

Item-level Credit Memo Reconciliation Rule Conditions

When a Credit Memo Reconciliation Rule is configured to be applicable at the Item Level, the Conditions shown below are available.

Credit Memo Reconciliation Rule Actions

Configure Actions when a Credit Memo Reconciliation Rule is triggered.

1. Set Autoreject to Yes or No.
2. Select Approver Type.
   Preparer is the Requestor for both OBO and Non-OBO Requests.
   Requestor/OBO: for OBO Requests, the Approver is the OBO user. For Non-OBO Requests, the Approver is the Requestor. 
3. Select the Approver when Approval Manager is the Approver Type. 
4. Select Parallel or Sequential for the Approval Type.