Charge back an invoice
- In the left-hand menu, click Chargebacks and stay on the Invoices tab.
- Search by invoice number, or filter by client and debtor.
- Tick the invoices you want. Each appears on the right and defaults to a full chargeback. Edit the amount for a partial one – the new balance updates as you type.
- Click Proceed and confirm.
1 Chargebacks · 2 Invoices, Fuel Advances or Credits tab · 3 Search and Filter · 4 Tick the invoice · 5 Full or Part · 6 Totals · 7 Proceed
Charge back a fuel advance
Use this when a fuel advance won't be recovered through a funding. You can charge back the full balance or only part of it.
- On the Chargebacks screen, open the Fuel Advances tab. It lists open fuel advances with their Balance.
- Tick the fuel advance. It appears on the right with its balance filled in.
- To charge back only part of it, change the amount. Whatever you don't charge back stays open on the advance.
- Click Apply Chargeback and confirm.
1 Fuel Advances tab · 2 Tick the advance · 3 Amount to charge back, which can be edited · 4 Apply Chargeback
A fuel advance that is already part of a funding waiting to be paid out can't be charged back here. Its detail page shows that funding under Funding Chargeback.
Charging back at funding
You can also recover an invoice, fuel advance or over advance from a client's next funding, on the Approve for Funding screen. Use the FULL / PART toggle on each chargeback line to take all or part of it from that funding.
Before you confirm
A chargeback is final and cannot be reversed. Check the numbers and amounts on the right-hand panel first.
A chargeback also affects payments: once an invoice has been charged back, a payment applied to it earlier can no longer be returned. See Why a Payment Can't Be Withdrawn or Returned.
If the debtor pays the invoice later
If the debtor pays after the chargeback, apply the payment to the closed invoice. The money goes straight into the client's Cash Reserve. On the payment, open Filter, set Zero balance invoices to Yes, then select the invoice and click Apply Payment. See Applying a Payment to a Charged-Back (Closed) Invoice.