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Non-NCAS Procedures
Recording Debit/Credit Memos

1. Receive copy of claim with authorized signature from vendor to deduct from the next remittance or apply the credit memo attached.
    
2. Enter debit/credit memo in your accounting system. A clearing account within the North Carolina Accounting System has been established for this liability - account number 211270 (A/P Recovery Clearing). You should use this account with additional digits, if applicable, to accommodate your needs.
    
3. You must pay the Office of the State Controller for the amount in this account as soon as you have a balance. You can do so by electronic transfer (See SIG for instructions) or a check. Go into the 2nd page of the transfer in CMCS and place comment ‘Overpayment Audit 24172’. Be sure to include the claim number on all transfers or checks.
    
4. This liability account should be a zero balance at the end of each month and at the end of the fiscal year.