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Knowledge Center > Billing and Payments > Advanced AR Settlement > Credit and Debit Memos > Management of Credit and Debit Memos > Download or Email Memo Documents

Download or Email Memo Documents

The Advanced AR Settlement feature is in Limited Availability. This feature includes Unapplied Payments, Credit and Debit Memo, and Invoice Item Settlement. If you wish to have access to the feature, submit a request at Zuora Global Support

After credit and debit memos have been generated, you can either download or email the memo PDF documents. To get the latest version of the memo documents, you need to regenerate the memo PDFs.

Up to 20,000 line items are allowed in a single memo PDF.

Download Memo Documents

You can get a copy of the credit memo or debit memo either from the memo menu or the History section of the memo detail page.

  • From the memo menu: You can get memos either in PDF or Word format.
  • From the History section: You can view and download a specific version of the credit or debit memo PDF.

To download a memo in PDF or Word format from the memo menu:

  1. Navigate to Billing > Credit and Debit Memos in the left-hand navigation section.
  2. On the Credit and Debit Memos page, click the memo number that you want to download in the Credit Memo or Debit Memo tab.
  3. Credit memo only: On the credit memo detail page, click view > Credit Memo PDF or view > Credit Memo Word.
  4. Debit memo only: On the debit memo detail page, click view > Debit Memo PDF or view > Debit Memo Word.

To download a memo PDF from the History section:

  1. Navigate to Billing > Credit and Debit Memos in the left-hand navigation section.
  2. On the Credit and Debit Memos page, click the memo number that you want to edit in the Credit Memo or Debit Memo tab.
  3. In the History section of the memo detail page, click View PDF next to the version of the memo you want to download.

Email Memo PDFs Manually

After a memo is posted, you can email your customers a specific version of the memo PDF from the Zuora UI and REST API.

To email memo PDFs from REST API, see POST Email Credit Memo, POST Email Billing Documents from Bill Run and POST Email Debit Memo.

To send memo PDFs to your customers from the Zuora UI:

  1. Customize the email templates that you used to send memo PDFs.
    1. Define or set a communication profile to targeted customer accounts.
    2. In the profile, create or edit the notification for the Email Credit Memo | Manually email Credit Memo and Email Debit Memo | Manually email Debit Memo events.

      Make sure you activate the events and select the Include Credit Memo PDF or Include Debit Memo PDF check box in the Edit notification dialog.

    3. Create or edit email templates for the events.
    4. Set the email templates as default to use in the Delivery Options panel of the Edit notification dialog.
  2. Navigate to Billing > Credit and Debit Memos in the left-hand navigation section.
  3. On the Credit and Debit Memos page, click the memo number that you want to edit in the Credit Memo or Debit Memo tab.
  4. On the memo detail page, you can email the memo in one of the following ways:
    • Click email credit memo or email debit memo.
    • Select more > Email Credit Memo or more > Email Debit Memo.
    • In the History section, click Email PDF next to the version of the memo PDF you want to download. 
  5. In the pop-up dialog, specify the email addresses you want to email to:
    • In the Credit Memo Email Address or Debit Memo Email Address field, input valid email addresses you want to send to. Use commas to separate email addresses. 

      Note: If you select the Use Email Template Setting check box, the email addresses you specified in this field will be ignored.

    • Select the Use Email Template Setting check box to send the memo PDF to the email addresses specified in the To Email field of the email template.

      The email template is the one you set in the Delivery Options panel of the Edit notification dialog.

    • Select the Include Additional Email Addresses check box to email the memo PDF to the additional email addresses of the memo account. This check box is only available if you specify email addresses in the Additional Email Addresses field on the account detail page.

  6. Click send.

You can check when the memo is emailed in the History section. This section shows both the original and resent emailing activities. If the email was sent to your customer, but your customer still has not received it, you can resend it by clicking Email PDF.

Email Memo PDFs Automatically in a Notification

You can send memo PDFs automatically to your customers by configuring the memo notifications.  When a certain memo event is triggered, the generated memo PDF is sent to your specified email addresses.

To auto-send the memo PDFs in a notification:

  1. Click your user name at the top right-hand side of the application.
  2. Navigate to Settings > Payments.
  3. Click Setup Profiles, Notifications and Email Templates
  4. From the View Profile list, select a notification profile.
  5. In the Notifications section, click Edit next to the memo notification you want to edit.
  6. In the Edit Notification dialog, select Include Credit Memo PDF or Include Debit Memo PDF checkbox in the Delivery Options panel.
  7. Click save.

For more information about editing email addresses, see Create and Edit Email Templates. For more information about the memo events, see Notification Event Types Supported by Zuora Payments.

Email Credit Memos Automatically Upon Posting Bill Run

If credit memos are generated during the bill run, you can set to email the credit memos upon posting.

You must configure the following settings to enable emailing credit memo PDFs automatically upon posting bill run.

  1. Configure the customer account setting.
    1. Navigate to Customers > Customer Accounts in the left-hand navigation section.
    2. On the All Customer Accounts page, click the customer account that the credit memo belongs to.
    3. On the customer account detail page, select the Email check box in the Invoice Delivery Preferences field.
    4. Click edit in the Key Contacts panel of the Bill To contact. 
    5. Specify the work email address in the Edit Contact page.
  2. Configure the notification setting.
    1. Click your user name at the top right-hand side of the application.
    2. Navigate to Settings > Payments.
    3. Click Setup Profiles, Notifications and Email Templates
    4. From the View Profile list, select a notification profile.
    5. In the Notifications section, click Edit next to the Credit Memo Posted | Credit Memo Posted within a Bill Run of Auto-Post notification.
    6. Select the Email check box and the Include Credit Memo PDF check box in the Delivery Options panel.
  3. Navigate to Billing > Define Billing Rules and set the Support Bill Run Auto-Post? billing rule to Yes.
  4. When creating a bill run, select the following check boxes in the Processing Rules panel.
    • Auto-Post documents upon completion of Bill Run
    • Email documents after Auto-Post is complete 
Last modified
18:37, 12 Jul 2017

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