Memos tab represents multiple Inventory Items temporarily borrowed from your inventory by a customer or partner. These items must be either returned by the Due Date or purchased. If items are purchased, an Invoice is generated. Inventory Items can be returned or invoiced individually.
This guide explains how to use the Memo feature in Pavilion to track inventory borrowed out, manage returns, invoices, and payments.
Creating Memo
The guide provides step-by-step instructions on how to initiate and complete the process of creating Memo documents within your Pavilion ERP system.
1. Open the Pavilion B2B app from the App Launcher (grid icon) and navigate to the Memos tab.
2. Click the New button to begin creating a new Memo.
3. In the Vendor field, select the vendor associated with this Memo.
4. In the Date field, choose the date for your Memo.
5. In the Terms field, select the appropriate terms for this Memo.
6. Fill in the remaining required fields and review all entered information for accuracy. Once everything looks correct, click Save to create the Memo.
Adding Items to a Memo
In this user guide, you will learn how to manage items and shipping within a Memo document in Pavilion.
1. Open the desired Memo record and click the Add Items button.
2. In the Select Items field, search and choose the items you want to add.
You can search by Title, Item ID, SKU, or Internal ID.
3. Once the desired item is selected, click Save.
4. To manage the added items, use the dropdown icon next to each item.
You can edit or delete individual items from here.
Adding Misc to a Memo
1. Open the desired Memo record and click the Add Misc button.
2. Prefill mandatory fields. Optionally add additional data.
3. Once all fields are completed and reviewed, click Save.
Adding Shipping to a Memo
1. Navigate to the Shipping tab within the Memo record.
2. Toggle the Shipping switch to enable shipping details.
3. In the Cost field, enter the shipping cost.
4. In the Price field, enter the shipping price charged to the customer.
5. Fill in the full shipping address:
Street Address
City
State
Postal Code
6. Once all fields are completed and reviewed, click Save.
Managing Memo Operations
This user guide provides a comprehensive overview of managing memo operations. It covers the following functionalities:
Submitting Memo: Learn how to submit memos and make them available for processing.
Invoicing Memo: Discover the steps to create invoices for memo documents.
Managing Fund-in Memo Items: Learn how to process fund-in memo items, including recording payments and updating inventory.
Voiding Memo: Understand the steps involved in voiding memo documents when necessary.
Returning Memo Items: Explore the process of returning memo items.
Submitting a Memo
1. Open the Memo you want to submit, then click the Submit button to proceed.
2. Confirm submission by clicking OK in the confirmation pop-up.
Once confirmed, the Memo will be created and the related items will be added to the memo.
Invoicing Memo Items
1. Open the Memo and click the Invoice button.
2. In the Invoice form, select the items you want to include, then click the Invoice button.
3. Choose to create a new invoice or add the items to an existing invoice.
Fill in all required and optional fields as needed.
4. Click Save to finalize the invoice.
5. To view your invoices, go to the Related Invoices tab.
Click the invoice record ID to see detailed information.
Fund-in Memo items
1. Simply click on the Funds-In button.
2. In the Funds-In form, enter the amount in the Amount field.
3. Select the payment type from the options available in the Payment Method field.
4. Choose the fund-in date by selecting a date from the Date field.
5. Optionally, you can add any additional notes or comments in the Notes field.
Voiding Memo
To cancel your Memo document, you must first delete all payments associated with it and then void.
1. Proceed to the Payments tab and delete each payment associated with the Memo document.
2. Click the dropdown icon next to the payment line.
3. Select the Delete option.
4. Confirm deletion by clicking Delete.
5. After deleting all of the payments related to the Memo document, you can void the document. To do so, click on the Void button.
6. Confirm voiding by clicking Yes in the confirmation window.
Returning Memo items
1. If you want to return memo items to stock, go to your Memo record and click on the Return button.
2. In the opened window, select the items that you want to return to stock.
3. Click Return after selecting the items.
4. In the next form, choose the return date and select the location for the items. You can return them to the original location or pick a new one. To use a different location, uncheck the To Original Location box and select the new location.
5. Click on the Locations field and select the new location to which you want to return your items.
6. Click Save to complete the return.
