In addition to the Fixed Rate Charging batch and Invoice export, there is now a credit batch file for Charging and Invoice Export. The credit charging batch includes all negative costs to the client (i.e. when the client has been overcharged and is refunded some / all of the cost). The credit invoice export includes all negative costs to the supplier (i.e. when the supplier has been overpaid and therefore needs to pay back some / all of the cost). 

When are credit batch files generated?

  • For both Charging & Invoicing, when only positive costs are available & no negative costs, then the Credit file won't be generated.
  • For both Charging & Invoicing, when only negative costs are available & no positive costs, the main export will be an Excel file with 0 value rows or be a blank XML, depending on the Site.
  • For both Charging and Invoicing, when both positive costs and negative costs are available, then both the Fixed Rate costs and credit batches will be generated. 

 

Note: Negative costs will still appear in the preview batch along with positive costs. 

 

Credit and refund workflow

The four steps below set out the workflow to follow to process credits or refunds.

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
  • 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 ]”
  • Supplier Estimate (£ exc. VAT) - enter 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:
  • Supplier Estimate (£ exc. VAT)  - Enter the Credit value owed by the Supplier as a negative number
  • 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:
  • Supplier Estimate (£ exc. VAT)  - enter the debit value as a negative number
  • 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
  • The supplier then must submit their credit note for this cost. The supplier is 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.
  • Click Update and Close button

 

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

 

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

NB: If you have added a Credit to a live job, ensure that you do not tick the Completed box until you are sure all Costs on the job have been completed. 

 

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.