---
title: "Understanding Credit Memo Fields"
slug: "credit-memo-reference-guide"
tags: ["Language - English", "Area - Invoicing", "Industry - Landscaping", "Type - Concept", "Role - System Admin", "Role - Branch Admin", "Role - Operations Manager", "Role - Branch Manager", "Role - Account Manager", "Skill Level - 1 (Beginner)"]
updated: 2026-04-03T15:51:15Z
published: 2026-04-03T15:51:15Z
canonical: "guide.youraspire.com/credit-memo-reference-guide"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Understanding Credit Memo Fields

## Overview

This reference guide explains the fields, sections, and actions available on the Credit Memo screen in Aspire, which is found in the Quick Menu. Use this article when you need to understand what each field does, which fields are required, and how certain fields change based on the **Credit as Expense** setting.

### Things to know

- Read the how-to article for [applying credit memos](https://guide.youraspire.com/docs/create-and-apply-credit-memos) in addition to this reference article.
- The **Tax Amount** field auto-calculates based on the tax jurisdiction and taxable amount. You can overwrite this value, but Aspire limits changes to within 5% of the calculated amount.

## Reference table

| Field / Item | Description | Behavior / Notes |
| --- | --- | --- |
| **Billing Contact*** | The contact responsible for determining how the credit memo is applied. | Required. |
| **Billing Company** | The company associated with the billing contact. | Populated based on the selected billing contact. |
| **Credit Date*** | The date the credit should be applied to the account. | Required. |
| **Branch*** | Your company's branch associated with this credit memo. | Required. |
| **Billing Address Line 1** and **Line 2** | The billing address for the customer's responsible billing party. | Auto-fills with the selected billing contact's address. You can change these values. |
| **Billing City** | The city for the billing address. | Auto-fills with the billing contact's city. |
| **Billing State/Zip*** | The state and ZIP code for the billing address. | Required. Auto-fills with the billing contact's state and ZIP. |
| **Credit as Expense** | A checkbox that controls whether the credit is applied as an expense or as divisional revenue. | When checked, the **Division** field changes to **Expense** and accepts a payment category. When unchecked, the field accepts a company division. For more information, visit [Credit Memos in Aspire]. |
| **Property/Opportunity*** | The property or opportunity the credit applies to. | Required. |
| **Division / Expense*** | Accepts a division or expense payment category, depending on the **Credit as Expense** checkbox. | When **Credit as Expense** is unchecked, this field accepts a company division (such as Maintenance, Enhancement, or Irrigation). When checked, the label changes to **Expense** and accepts a payment category defined in **Administration** > **Lists** > **Payment Categories**. |
| **Credit Amount section** | Displays credits applied to a property or opportunity. | Credit Amount section used to apply sale, tax jurisdiction, taxable amount, and tax amount. |
| **Tax Jurisdiction** | The tax rules tied to the associated property or opportunity. | Defaults from the opportunity or property. If the opportunity overrides the property's tax jurisdiction, the opportunity value takes precedence. You can change this after the credit memo is created. |
| **Sale Amount** | The credit amount excluding sales tax. | Keeping the sale amount separate from tax allows accurate month-end reporting. |
| **Taxable Amount** | The portion of the sale amount subject to sales tax. | May differ from the sale amount. Enter only the taxable portion. |
| **Tax Amount** | The sales tax amount to credit. | Auto-calculated based on the tax jurisdiction and taxable amount. You can overwrite this, but Aspire limits changes to within 5% of the calculated value. Affects the sales tax amounts on the Revenue tab of the End of Month Report. |
| **Total Amount** | The sum of the sale amount and tax amount. | Auto-calculated by Aspire. |
| **Notes** | A text field for internal notes. | Use this to document the reason for the credit. |

## Three dot menu options

The three dot menu on the Credit Memo provides the following options:

| Action | Description |
| --- | --- |
| **Print Credit Memo** | Generates a printout of the credit memo based on available document layouts and document types. |
| **Delete** | Deletes the credit memo. |