In the current Free Accounting window a Debit Memo can be created. It is created when the items bought should be returned to the Vendor.
Open this window by clicking Vendors / Debit Memos List on the main menu or
by pressing the button  on the Commands Panel and selecting  Debit Memo from the Navigation Pane.
To create a new Debit Memo in the Free Accounting application, use the following steps:
- Right click in the Debit Memos List window and select Add, or click the New button on the main toolbar, if the Debit Memo icon is highlighted, or
select File / New / Document / Debit Memo on the main menu.
- In the Create Debit Memo window select the Vendor you want to return the items to.
- Select the necessary option, and select the document you want to create a Debit Memo for.
- Create a New Debit Memo - Select this option to create a new Debit Memo without creating any documents first.
Note: This feature is available only to registered users.
- Create Debit Memo from Receipt - Select this option to create a new Debit Memo from Receipt.
- Create Debit Memo from Return Receipt - Select this option to create a new Debit Memo from Return Receipt.
- Click the OK button.
- Enter the required information on the New Debit Memo window.
Vendor - The name of the Vendor you want to return the items to.
To add a new vendor, go to the
New Vendor window by selecting Add New from the Vendor drop-down.
Reference # - The number of the document the Debit Memo refers to.
Debit memo # - The Debit Memo number. The field is filled automatically by the Free Accounting program.
Date - The date the new Debit Memo was created. By default, the value of this field is a today's date, it can be changed manually.
Item - The name of the item that is being returned.
Reason - The reason for the items return.
Returning - The quantity of the items received against Receipt.
Returned - The quantity of the items already returned on the receipt.
Quantity - The quantity of the items being returned on the current Debit Memo.
UOM- The unit of measure the item is being returned in.
Cost - The cost of the item.
Comments - Your personal comments about this order.
Total - The total cost of the items returned that is calculated automatically.
- Save or approve the current document using the Documents Toolbar.
The Debit Memo can have the following statuses:
- Current - Document was saved, but not approved.
- Approved - Document was saved and approved, but money for the items returned was not paid back by the Vendor.
- Partially Applied - Money for the items returned was paid partially by the Vendor.
- Applied - Money for the items returned was paid completely by the Vendor.
After the Debit Memo is approved the Vendor Return
transaction appears in the Master Transaction Ledger. The Inventory List is updated according to the number of items returned.
For the information about the right-click function of the Debit Memos List window see the Free Accounting Right-click Function window.
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