Charging back an invoice does not automatically refund the fees you charged on it. This article covers the chargeback and the fee refund that follows.
Step 1 – Charge back the invoice
- Go to Chargebacks in the left-hand menu.
- Search for the invoice, tick it, and check the amount on the right.
- Click Proceed and confirm. This cannot be undone.
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
Step 2 – Find the fees to refund
- Go to Ledgers and open the Fees tab.
- Clear the start date and leave only the end date set (today or later). Both dates default to today, which hides older fees.
- Click Search and Filter, choose Invoice Number, and enter the charged-back invoice number.
- Read the Total at the bottom of the screen. That is the amount to refund.
1 Ledgers · 2 Fees tab · 3 Date filters (clear the start date) · 4 Search and Filter by Invoice Number · 5 Total: the amount to refund · 6 Balance: ignores your filters · 7 More › Manual Transaction
Do not use Balance. The footer shows both Total and Balance. Balance ignores your filters: it is the all-time balance of the whole Fees ledger, for every client and invoice, as of right now. Only Total reflects the invoice you filtered to.
Step 3 – Refund the fees
- Still in Ledgers, click More at the right of the tab strip, then Manual Transaction.
- Click Create Manual Transaction.
- Main entry: Increase, Ledger Type Cash Reserve, the refund amount, and the client. Use GL Code 1001 Purchase Fee and write a detailed note.
- Offsetting entry: Decrease, Ledger Type Fees, same amount.
- Click Create.
1 Main entry: Increase or Decrease, Ledger Type, GL Code, Amount · 2 Client / Broker, Invoice and Notes · 3 Offsetting Entry (ticked by default) · 4 Offsetting entry fields · 5 Add Offsetting Entry · 6 Create
Both sides are created together and are linked – deleting one removes both.
Step 4 – Check it
You should see an increase in the client's cash reserves and a matching decrease in the fees ledger. If it looks wrong you can delete the transaction and redo it – but only on the same day it was created.
Need help? Contact helpdesk@factorcloud.com.