Overview

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This article describes how to handle a Credit Memo issued by a Supplier to UCSD.

Essential Information

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• A Credit Memo is a document issued by a Supplier when purchased products or requested services are not delivered or performed or when goods are returned by the customer.
• It indicates a credit is owed to the customer for the value of the returned or undelivered goods.
• Non-Agreement Suppliers are highly encouraged to provide Refund Checks, whereas Agreement Suppliers may provide either a Refund Check or a Credit Memo.
  
  • If you are unsure whether you are working with an Agreement or Non-Agreement supplier, you can check to see if the supplier has an agreement flag (KB0033484: How to View Oracle Procurement Supplier Flags).
• Campus is encouraged to obtain Refund Checks instead of Credit Memos for returned items and/or billing discrepancies.

Next Steps

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1. Contact the Supplier to obtain a Refund Check.
2. Ask the Supplier to include the following on the Refund Check:
   
   1. Payable to UC Regents
   2. PO number
   3. Invoice number
   4. Case number, if applicable
3. The Supplier should send the check to the Disbursements campus address:
   
   1. If sending via mail (e.g. USPS)
      
      • 9500 Gilman Dr., MC 0955
      • La Jolla, CA 92093-0955
   2. If sending via physical delivery (e.g. FedEx)
      
      • 10280 N. Torrey Pines
      • La Jolla, CA 92037
   3. If you receive the check in error, send the check to:
      
      • Disbursements 0955 through Intercampus Mail, including your Name and Mail Code on the envelope.