Debit Memos and Journals

This page provides guidance on using Debit Memos correctly, including training resources, common errors to avoid, and how they differ from general ledger journals. If you're new to the process or need a refresher, you'll find links to tutorials and support contacts to help you navigate the system effectively.

Debt Memos | General Ledger Journals

Debit Memos aka UMB Accounting Transfers 

Debit Memos are a type of invoice which are used in place of general ledger journal entries because of their ability to post to the projects subledger, (general ledger journal entries cannot post to projects).   

The Business Applications Office offers training for debit memos.  See their web page for available classes  Quantum Training & Support - Quantum (umaryland.edu) 

How to Access Debit Memo Tutorials

Step-by-step video demos are available through the myUMB portal. To find them:

1. Log in to the myUMB portal.

2. Open the Training and Tutorials widget.

3. Navigate through the following folders:

   • Quantum System Tutorials > Quantum Systems – Analytics/Financials/Planning & Budgeting > Quantum Systems – Analytics/Financials > Quantum Financials > Using Debit Memos for Accounting Transfers

These tutorials walk you through the debit memo process and help troubleshoot common issues.

Common errors: 

• Invoice Type – Defaults to Standard and must be changed to Debit Memo or entire invoice must be canceled.  Credit Memo is not acceptable.  Must be Debit Memo.   

• Prohibited SOAPF which has source 285 or source 315 – 375.   

• Prohibited object:  Payroll/fringe objects are prohibited – must do a Direct Retro instead.   

• Backwards amounts.  Expenses are debits and are positive numbers.  Revenues are credits and negative numbers.   

• Refunds/reversals – must be the same full account combos with the amounts reversed. 

• Auto reject – error in invoice approval routing.  Enter the approval department and then tab.  Save and resubmit for approval.   

• Inability to validate the debit memo – see the “correcting validation errors” demos via the Training and Tutorials widget.   

For questions or help please email Bryan Mack at bmack@umaryland.edu or the UMB help desk at help@umaryland.edu 

Frequently Asked Questions

General Ledger Journals

Debit Memos are the UMB standard method for accounting adjustments.  However, manual journals are available in Quantum Financials on an as-needed basis.   

Differences between debit memos and journals are as follows: 

• Journals cannot post to projects.  This is why debit memos are the standard method.
• Journals do not have department level approval.  Journals submitted for approval are routed directly to the Office of the Controller for approval.  
• Journals are easier to enter than debit memos.
• Spreadsheet upload is available for journals.   

If your department does a high volume of accounting transfers between SOAPFs (only), you may request access to journals.  Please contact Bryan Mack for more information bmack@umaryland.edu