The four steps below set out the workflow to follow to process credits or refunds for Translation and Interpreting services.  It allows you to add a negative cost to a Job so it is included in the Credit Batch file, providing you with the details you need to process a credit note, refund or discount for your clients and/or to claim a credit or refund from your suppliers. If you want to add an additional cost to a booking e.g. for a telephone call to confirm availability before an appointment or for typesetting or proof-reading a translation, please see our article titled 'What if I need to change or add costs to a booking?' 


1. If the job to be Credited is already completed AND charged or invoiced you will need to add a new job before moving to step 2.

E.g. Use this step if you want to process a Credit for a job which is already ticked as Complete and has been included in a Charging Batch file. If you want to add credit to a job which has not been completed and charged / invoiced, go straight to step 2.

  • Click the Add Job icon to add a job to the relevant project
  • Give the job a title which you, your clients and your suppliers will understand (e.g. Credit for Job no. XX.X) – always referring to the job to which this Credit applies.
  • Enter the Delivery date from the original job.
  • Tick Already delivered.
  • Enter the rest of the information on this modal from the original job and click Add to create a new job. Now you can move to step 2.

 

2. How to add a Credit 

E.g. Use this to add a Credit either to the job to which the Credit applies, if that is not already ticked as Complete and has not yet been included in a Charging Batch file, or to a job which you’ve added as set out in Step 1 above.

 

a) If the credit is owed to the Client and the Supplier is not to repay any part of it to you (by credit or refund), then:

  • Click Add a Cost
  • Select relevant Cost Stage and the Cost Description: Adjustment
  • To calculate the price enter 1 in the Quantity field, 0 in the Rate field, and then click Calculate. 
  • Select the original supplier.
  • Input a Cost title and select the relevant Supplier. 
  • Helpful tip: Use the Cost Description text box to record an invoice no. to which the credit is linked (if there is one) and the reason for the credit. e.g. "Agreed credit [to invoice XXX ]due to late arrival of interpreter".  
  • Supplier Estimate (£ exc. VAT) - ensure that this is 0
  • Untick the default client mark-up next to Calculate Mark-up, to be able to amend this value
  • Estimated mark-up (£ exc. VAT) - enter the Credit value as a negative number 
  • Client Estimate (£ exc. VAT) – check the correct value is shown as a negative number
  • Tick the Approved checkbox
  • Up-date and Close
  • Go to Step 4.

 

b) If the credit is owed to the Client and the Supplier has also agreed to repay any part of it to you (by credit or refund), then:

  • Follow the steps set out in a) above, with the following exceptions:
  • In the Rate field, enter the credit value owed by the supplier as a negative number
  • Supplier Estimate (£ exc. VAT)  - Ensure this is the same value as entered in the Rate field
  • Estimated mark-up (£ exc. VAT) – Enter here any mark-up due to the Client as a negative number, or enter £0 if the credit and debit from supplier are for the same amount
  • Client Estimate (£ exc. VAT) – check the correct Credit value owed to the client is shown as a negative number
  • Go to step 3.


c) If the credit is to process a discount, credit agreed with a supplier or repay you some of their fees, and nothing is to be credited or charged to the Client, then:

  • Follow the steps set out in a) above, with the following exceptions:
  • In the Rate field, enter the debit value as a negative number
  • Supplier Estimate (£ exc. VAT)  - ensure this debit value as a negative number (the same as the Rate)
  • Estimated mark-up (£ exc. VAT) - enter the debit value as a positive number
  • Check the Client Estimate (£ exc. VAT) - value shows as £0

 


Please see steps 3 and 4 below to process your credit for deduction or refund from your supplier and/or for charging to your client.

 

3. Allow your supplier to be Refunded or Credited  

  • In the Costs tab, click on the Description to open the Cost you have just added
  • Click the Approve for payment button next to the Supplier Invoice field
  • This will populate the invoice details if the supplier is set for auto-invoicing, otherwise the invoice fields will be blank to enable the supplier to submit their credit note for this cost.
  • Click Update and Close button

 

If this Credit cost is for a supplier who is set up for auto-invoicing, this cost will be included in a Credit Batch file the next time your Invoice Export batch process runs.

 

If this Credit cost is for a supplier who submits invoices, they are required to submit a credit note or include this cost as a discount row in an invoice they submit, so this cost can be included in a Credit Batch file the next time your Invoice Export process is run.

 

Please see important note at foot of this page


4. Complete the job and allow your client to be refunded

NB: If you have added a Credit to a live job, for a booking which has not yet been completed (or for which the supplier has not yet submitted timesheets or translation details), you should not complete the job.

 

If, on the other hand, you have added a Credit to a completed job or booking, or in relation to a job which has been completed and charged, you should follow the steps below:

  • In the Costs tab, check the Grand Total value is correct (amend cost details if not)
  • In the Main Details tab, check that the client contact details and the Cost Centre or Purchase Order fields are correctly completed.
  • Tick Completed (you may decide to untick Send client feedback request for a late payment or adjustment job)
  • Click Update

 

This job will now be included in the Credit batch file next time your Charging Export and/ or Invoice Export process is run.

 


 

IMPORTANT!

You should never type anything in any of the following Supplier invoice fields:

  • Supplier invoice (E exc. VAT)
  • Supplier invoice VAT code
  • Supplier invoice total (£inc. VAT)
  • Supplier invoice no.,
  • Invoice date