Credit Memos: How to Set Up Accounting for Credit Memos

Do this once before your first Credit Memo sync, so memos and applied credit land correctly in QuickBooks Online, QuickBooks Desktop or Xero.

⚠️ QuickBooks Online: turn off automatic credits

You need to TURN OFF this setting to ensure this works properly!

QuickBooks Online can apply credits to invoices on its own, which would double up with credit you apply in RoasterTools.

1. In QuickBooks Online, go to Settings > Account and settings > Advanced.
2. Under Automation, turn off Automatically apply credits.
3. Click Save, then Done.

QuickBooks Desktop: choose an Accounts Receivable account

1. In RoasterTools, open your accounting settings [Settings > Accounting].
2. Under Credit Memos, click Accounts Receivable account.
3. Choose the same Accounts Receivable account your invoices use, and save.

The page tells you which account your RoasterTools invoices use, and warns you if the one you pick is different.

Choose Credit Memo numbers and notes

1. In your accounting settings, under Credit Memos, click Credit Memo details.
2. Choose Use RoasterTools Credit Memo numbers (the default) or Let your accounting software assign Credit Memo numbers.
3. Leave Include the external note on if you want the note to your customer sent with the memo. (This option doesn't show for QuickBooks Desktop.)
4. Click Save.

Map your credit items

When you set up the credit item (easiest)

1. Open the credit item on the Products page, or create a new one.
2. In the [mapping] section, choose the item in your accounting software it should sync to.
3. Save.

From the Credit Memo list Page

Open the Credit Memo page - Sales > Credit Memo.

1. If an item or the customer on the credit memo isn't mapped, its sync status shows Mappable. Click the eye 👁️  next to the sync status.
2. Map the item right there,
3. Press save
4. The sync status will turn to syncable and then you can sync the memo.