Getting VFS Authorization for Debit Memo

Details

Since, all payments and credits for VFS customers are facilitated through VFS, before creating a Debit Memo, CR2 will obtain an authorization from VFS for any of the following types of Orders:

• Parts Sale Order

• Equipment Sale/Rental Order

• Work Order

CR2 allows to create a Debit Memo for both Full/Partial credit payments. Also, if an existing ‘Open Debit Memo’ is amended, then CR2 will ask for a new authorization for the ameded amount.

The process is applicable for all the 3 entry-points from where a Debit Memo can be created for an Invoice – From within the batch, From within the Order, and While cancelling an Order.

The usual process of keying-in a Auth Code manually in case of a system fail, is applicable in this workflow as well.

Sample Workflow

Prerequisite: To create a Debit Memo, we need an Invoice (already Posted) showing a negative amount.

1. Open the desired Invoice (which is already posted and has a negative amount displayed).

2. Double-click on the Invoice line and select it. Click ‘Full Debit’ icon on the menu-bar.

Figure 48: Invoice ID [INV00022] already posted, showing total amount in negative.

3. Click ‘Yes’ when prompted for confirmation.

4. Enter an appropriate ‘Reason/Remark’ in the dialog box when prompted.

Note: Reason/Remark field cannot be left blank, neither it does not accept Null Characters or Blank spaces.

5. A prompt message box shows confirmation. Click Yes to generate a print copy for the credit memo.

Figure 49: Confirmation Message on completion of Debit Memo generation

Figure 50: Debit Memo for the Invoice