The quick answer
Use a Transaction saved search with Type = Credit Memo, Main Line = Yes, and Item On Any Line set to the intended item. Show Amount Paid as Applied and Amount Remaining as Unapplied. Leave every result column's Summary Type blank.
An ordinary Item criterion tests the current search row. In this example, that combination returns no matching headers. Item On Any Line tests whether the document contains the item while keeping its header row.
These are balances for the whole credit memo. The report does not allocate applied or unapplied amounts to the selected item.
Before you start
You need access to the credit memos and permission to edit the Transaction saved search. The example corrects the existing Credit Memo Balance Review search and uses the existing Service Credit Adjustment item.
The walkthrough uses illustrative records. The example uses US Dollar and an exchange rate of 1.00. In a multi-currency account, confirm whether each search amount is in transaction, base or reporting currency before comparing it with the record. An exchange rate of 1.00 does not validate foreign-currency behavior.
Keep this search at document level, without application joins. The example includes credits with both zero and positive remaining balances; it does not filter to only open credits.
01. Read the document balances
Open CM-751. In this example, its total is 600.00. On Items, read Applied = 360.00 and Unapplied = 240.00.
The two item lines are an adjustment for 180.00 and an allowance for 420.00. Those lines add to the credit memo total. The applied balance belongs to the document; it does not say that 360.00 was applied from the adjustment item.
02. Inspect the empty search
Open Reports > Saved Searches > Credit Memo Balance Review. It returns Total: 0, even though the credit memo contains the adjustment item.
Click Edit this Search. Type is Credit Memo and Main Line is true select headers, but ordinary Item does not match the required headers in this example. Keep Type and Main Line; replace Item.
03. Select documents containing the item
Remove the ordinary Item criterion and choose Item On Any Line in the empty filter row. In its value box, enter the exact existing item name Service Credit Adjustment, then press Tab to resolve it. Select the intended item record if your account requires a lookup; an item's display description may differ from its actual identifier.
Click Set. The criterion description now reads includes Service Credit Adjustment. This selects documents containing the item without turning the output into item lines.
Open Results > Columns. Keep Document Number and Amount. Add these fields, committing each result row with Add:
- Amount Paid, with Custom Label Applied.
- Amount Remaining, with Custom Label Unapplied.
Leave every Summary Type blank. Do not substitute the amount of the matching item for the document's Amount.
04. Save and verify the balances
Click Preview. The illustrative output has one row for each of the three qualifying credit memos:
- CM-751: Amount -600.00, Applied 360.00, Unapplied 240.00.
- CM-752: Amount -900.00, Applied 900.00, Unapplied 0.00.
- CM-753: Amount -450.00, Applied 0.00, Unapplied 450.00.
The example's Amount is a signed credit, while Applied and Unapplied are positive balances. Compare CM-751's 360.00 and 240.00 with the record before relying on the report. Credit memos without the selected item stay excluded.
Return to criteria and click Save & Run. This updates the existing search; use Save As if you need a separate copy. Verify the same three rows after saving.
Common questions
Which fields match Applied and Unapplied on a credit memo?
Use Amount Paid and Amount Remaining at the demonstrated main-line document grain. Custom labels can make them read Applied and Unapplied. Compare with representative credit memo records in your account and on the same currency basis.
Why does an ordinary Item criterion remove a credit memo?
Ordinary Item tests the current search row. With Main Line = Yes, that is the header row, which has no ordinary item value. Item On Any Line tests whether the transaction contains the item while retaining the header.
Why is Amount negative while Applied and Unapplied are positive?
That is the sign pattern in the demonstrated credit memo output. Compare native balances with the records in your account before using them in formulas or exports. Do not derive the applied document balance from one matching item amount; that can omit other items, tax, shipping or discounts.
Is Applied To Link Amount the same as the applied document balance?
This search intentionally does not use application joins. If you need application-level detail, use a separate search design and verify its result grain before totaling amounts. Item On Any Line selects documents; it does not allocate the document balances to the selected item.
Does this report show only open credits or a historical balance?
It includes fully applied credits because there is no positive-remaining filter. It shows current balances, not balances as of a past date.