Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

Credit memos represent customer credit that can be applied to future balances. They can come from a manual credit, an overpayment, a return settlement, or another customer-facing correction workflow.

​
Open Credit Memos

Open Accounting, then Credit Memos. The page shows customer credit across the entity, including total issued, outstanding credit, active memo count, customer account, original amount, remaining balance, reason, source, created date, expiration, and status. Use the search field to find credits by account name, account number, or reason. Use the status and date filters when you need to isolate active, partially used, applied, voided, or expired credits.
AR Management dashboard with receivable totals, aging buckets, and customer balance review

​
Understand Credit Status

  • Active: the full remaining balance is available to apply.
  • Partially used: part of the credit has already been applied, and the remaining balance is still available.
  • Fully applied: the credit has been used up.
  • Applied: legacy or imported wording for a used credit.
  • Voided: the unused balance was removed from the customer’s account.
  • Expired: the credit passed its expiration policy and is no longer available.
Watch the Balance column, not only the original amount. A customer can have a large original credit with little or no remaining balance.

​
Review A Customer Credit

  1. Open Accounting > Credit Memos.
  2. Search for the customer account, reason, or account number.
  3. Check the Amount and Balance columns.
  4. Review the Source column to understand why the credit exists.
  5. Check the expiration date before promising the credit to a customer.
  6. Click the account link to open the customer account when you need payment history, transactions, or communications.

​
Apply A Credit

Credit memos are usually applied from the payment workflow or customer account workflow, not from the Credit Memos list itself. When you apply a credit to an order or invoice, Arcus reduces the available credit balance and reduces the customer balance due. Use a credit memo only for the customer that owns it. If the wrong customer has a credit, do not move it casually. Review the source transaction, void the incorrect credit if appropriate, and issue the correct adjustment through your accounting policy.

​
Void Unused Credit

You can void active or partially used credit memos when the remaining balance should no longer be available.
  1. Open Accounting > Credit Memos.
  2. Find the active or partially used credit memo.
  3. Click the void action on the row.
  4. Enter an optional reason.
  5. Confirm Void Credit.
Voiding removes the remaining balance from the customer’s available credit and records the accounting reversal. Amounts already applied stay in the audit trail.
Voiding a credit memo cannot be undone from the Credit Memos page. Confirm the customer, remaining balance, source, and reason before you void it.

​
Common Blocks

  • No credit memos appear: credits are created only after a credit workflow runs, such as overpayment, return settlement, or manual credit issuance.
  • Void action is unavailable: the credit is already fully applied, voided, expired, or has no remaining balance.
  • Credit is expired: do not apply it unless an authorized accounting user reactivates it according to policy.
  • Balance looks wrong: review the customer account transactions and payment history for prior credit applications.
  • Credit should refund cash instead: use the return, payment, or refund workflow that matches the original transaction.

AR Management

Review receivables, aging, statements, and customer balances.

Record Customer Payments

Apply customer credits while recording payment activity.

Customer Returns

Understand return settlement choices, including store credit.

Account Ledger

Review posted GL activity and source transactions.