Global Commercial Support System

Credit Memo Search

Global Commercial Support System

Credit Memo Search Training


This training session focuses on searching for credit memos. The following entry rules apply:

  • All fields marked with a red asterisk are required.
  • Only one setting can be selected at a time in all drop down boxes and radio button sections unless otherwise indicated.
  • If you have not entered any required information, a message box appears to remind to you to do so before you can proceed to the next page.
  • The Reset pushbutton returns all fields on the window to their default or previous settings.
  • The Cancel pushbutton allows you to exit the current window without saving.

Note: This document is intended to provide the user with general step-by-step instructions for searching for credit memos. More detailed information about the data entry rules for each window in the system can be found on the Help system page attached to the window that is open. The Help system can be accessed by clicking on the Help link at the top of the window.

All users can search for and/or view credit memos. To view the credit memos to which you have access, click on the Transactions option at the top of the homepage and then on the Credit Search link from the options in the sub-menu at the far left of the Transactions Search window. The Credit Memo Search window opens.


The Credit Memo Search window allows a user with the appropriate access to search for the credit memo(s) for claims that have achieved a status of Paid by specifying information about the credit memo(s) being sought. This window can be accessed by clicking on the Transactions tab at the top of the GCSS main window and then on the Credit Search link from the sub-menu at the far left of the window.

Note: To learn how to use your Transaction Inbox, please see the training document entitled ‘GCSS Non-Dealer Transaction Inbox Training’ or ‘GCSS Dealer Transaction Inbox Training’. To learn how to request and view Scored Reports and 60 Day Reports, please see the training document entitled ‘GCSS Dealer Reporting Training’ or ‘GCSS Non-Dealer Reporting Training’. To learn how to create a transaction, please see the training document entitled ‘GCSS Transaction Creation Training’.

Note:Dealer users may only search for and view credit memos that apply to their dealership. In this case, the Dealer Code field is defaulted to the current user's dealer code. No other values are available.District Rep and District Manager users may only search for and view the credit memos that apply to dealers in their district. Regional Office users may only search for and view the credit memos that apply to dealers in their region. National Program Administrators and Super Users may search for and view any credit memos.

Note: As many search fields as possible should be populated before the Search pushbutton is used. Searching with extremely broad search criteria could result in a delay in the display of results.


Step 1

If known, specify the serial number of the machine by clicking on the Serial Number field. Enter the complete serial number (at least 8 characters). This field allows for 12 characters.

Step 2

If known, specify CR/DR Number of the credit memo by clicking on or tabbing to the CR/DR Number field. Enter the credit/debit memo number. This field allows for 25 characters.

Step 3

Ifknown, specify the dealer code for the credit memo by clicking on the arrow to the right of the Dealer Code drop down box.Click on the arrow to the right of the drop down box and select the name of the dealer desired. 'All' is defaulted.

Note: If only one value is available to you, that value is defaulted and 'All' is unavailable.This field is populated with all of the dealers in the user's district. If you are a Dealer user, this field is defaulted to your dealership.

Step 4

If desired, specify whether you wish to search for debits, credits, or both by clicking on the arrow to the right of the Credit/Debit Memo drop down box and selecting Select either Credit or Debit. 'All' is defaulted.

Step 5

If known, specify the credit memo's credit type by clicking on the arrow to the right of the Credit Type field and selecting the appropriate credit type. 'All' is defaulted. The following is a list of possible credit types: Post Sales Credit, Finance Subsidy.

Step 6

If known, select a range of dates between which the credit or debit was issued by performing the following:

  • Click on or tab to the CR/DR Date From field. You may either enter the date manually (ddMMMyyyy) or click on the icon to the right of the field to enter the date using the calendar.
  • Click on or tab to the CR/DR Date To field. You may either enter the date manually (ddMMMyyyy) or click on the icon to the right of the field to enter the date using the calendar.

Step 7

Begin the search process by clicking on the Search pushbutton.


TheCredit/Debit Memo Search Results window is designed to allow the user to view the credit/debit memos that match the search parameters entered on the Credit/Debit Memo Search window. This window is accessed by submitting a search request on the Credit/Debit Search window. The results table itself contains seven columns and as many rows as your security access indicates. These columns contain the appropriate details of the credit/debit memo in each row.

Note: The arrows directly above the listbox allow you to display columns and rows not already visible. The vertical arrow expands the listbox to display all possible results rows. The horizontal arrow expands the window to display all results columns.


The search results table contains seven columns. A detailed explanation of each column and how to use the information in it appears below. Results are sorted by CR/DR Number in ascending order.

Each row in the results table represents one claim or credit.If you wish to view all of the credit or debit memos that appear in the search results table, click on the Check All pushbutton. Checkmarks are placed in all of the checkboxes in the table. Clicking on the View All Selected Memos pushbuttons opens the document reader window, which displays the actual credit or debit memos. 10 memos can be viewed at a time. You may page through your results.

The results columns are as follows:

  • Action

Note: This column is subdivided and contains the icons used to initiate an action for thec credit/debit memo in that row. The actions performed by each icon are defined in the slide above. The icons that appear are dependent upon the credit/debit memo’s status and the user’s security access setting.

Note: To view one credit/debit memo, click on the View icon next to the credit/debit memo. The document reader window opens, displaying the actual credit or debit memo.

Note: To view more than one credit/debit memo, place a checkmark in the Checkbox of each memo you wish to view. Click on the checkbox to either place or remove a check. Rows with boxes containing a checkmark are selected for viewing. Rows with empty checkboxes are not. Once you have placed checkmarks in all of the checkboxes of the credit memos you wish to view, click on the View All Selected Memos pushbutton. The document reader window opens, displaying the actual credit or debit memos. 10 memos can be viewed at a time. You may page through your results.

  • CR/DR Number
  • CR/DR Date
  • Serial Number
  • Program ID
  • CR/DR Amount
  • Dealer Code

@2005 Caterpillar Inc. 1