How to Create and Apply Credit Memos

Credit memos in PortPro allow your billing team to apply account-level credits to customers for overpayments, corrections, or other adjustments. This article walks through how to create, approve, issue, and apply credit memos to loads and invoices. 

Watch this video tutorial for step-by-step instructions on how to apply credit memos. 

Credit memos in PortPro allow your billing team to apply account-level credits to customers for overpayments, corrections, or other adjustments. This article walks through how to create, approve, issue, and apply credit memos to loads and invoices.

Accessing the Credit Memo Feature 

1. Navigate to Accounts Receivable > Credit Memos.

2. If you do not see this option, it may be due to:

   • Missing user permission (requires admin access)

   • The credit memo feature is not enabled for your account

To request access, please contact PortPro Support or your Implementation or Customer Success Manager.

Create a Credit Memo (From a Load)

You can only create a credit memo for loads that are already invoiced, partially paid, or fully paid.

1. Locate a load that has been invoiced (Accounts Receivable > Billing).

2. Click on the load to open the detail view.

3. Scroll down to the Credit Memos section.

4. Click Add Credit Memo.

   • The invoice number will auto-populate.

   • You can also select from recently invoiced loads if needed.

5. In the Charge Drop-Down, select the charge the credit applies to (e.g., Base Price).

6. Enter the credit amount (e.g., $100).

7. Add a note (e.g., “Overpayment from Invoice #4567”).

8. (Optional) Upload any supporting documents.

9. Click Create. The credit memo will be saved in Drafted status.

Create a Credit Memo (From Credit Memo Screen)

1. Go to Accounts Receivable > Credit Memos.

2. Click Add Credit Memo.

3. Select the invoice the credit should apply to.

4. During credit memo creation, you can:

   • Select which charge the credit applies to (e.g., base price)

   • Enter the credit amount

   • Add internal notes (e.g., “Overpayment from Invoice #1234”)

   • Upload supporting documentation, if applicable

5. Click Create to save the memo in Drafted status.

Approve and Issue the Credit Memo

1. From the Credit Memos list, click into the drafted memo.

2. Click Approve.

   • You can now either Unapprove or Issue.

3. Click Issue to finalize the credit memo.

   • A pop-up window will appear with customer billing email addresses.

   • You may choose to email the credit memo to the customer from here, or skip this step.

Once issued, the memo is now available to apply toward invoices.

Apply the Credit Memo to an Invoice

1. Go to Accounts Receivable > Payments & Credits > Credits.

2. In the top section, select the customer associated with the credit memo.

3. The system will display all open invoices tied to that customer.

4. Select the invoice(s) where you want to apply the credit.

   • You can apply the full credit to one invoice or split it across multiple invoices.

5. Example:

   • Apply $80 to Invoice A

   • Apply $20 to Invoice B (remaining balance of the credit memo)

6. Click Apply to finalize the credit.

The credit will be reflected in the invoice balance and marked as Partially Paid or Paid, depending on the remaining balance.

Track, Filter, or Manage Credit Memos

From Accounts Receivable > Credit Memos, you can:

• Filter by date (based on the issue date)

• Search by customer name or invoice number

• Download or email a memo

• Delete a memo (only available before it has been applied)  

Note: Once a credit memo has been applied (even partially), it can no longer be deleted.

Credit Memo Status Overview

Additional Notes

• Credit memos are factored into a customer’s credit margin once applied.

• All history related to the memo (including related documents and notes) is visible in the memo record.

• Applying a memo affects the invoice status immediately and reflects in your A/R reporting.