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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC

This page explains how to credit paid supplier invoices along with the concept of marking a credit as a recovery payment

1. From the payer account (either landlord or tenant)

From a landlord record:

  • Right-click Payments and select Credit Note 

From a tenant record:

  • Right-click Raise Invoice and select Credit Note



2. Find paid credit note

To find a paid credit note:

  • Click Filters and untick Only show outstanding invoices 

    This will show all invoices ever created against the account

  • Tick next to the invoice that needs to be credited and click Next 

  • Enter a reason for the credit

  • Click Finish


3. Recovering the money from the supplier

An option to recover supplier payments is offered if the payment has been made to the supplier past the point of ABA/BACS and Cheques Run


  • Select from options 3a or 3b to confirm the correct process





 3a. Will you deduct this amount from future payments to the supplier?

If you can deduct the amount of the credit note from your next payment to the supplier you can create a recovery payment. This is ideal if you pay the supplier frequently. This does not apply if the invoice was originally paid by BPAY.

  • When prompted to Recover supplier payment from future payments, select Yes










Next time you make a payment to this supplier, it will be less the amount of the recovery payment. This will be displayed on their remittance.

Example scenario:

  • £69.60 is set to recover
  • a future works order to the same supplier is raised, costing £80.00 and paid
  • the system will only pay out £10.40 to the supplier while the £69.60 is recovered back in to the client/trust account

UK only

Once the credit note is created, the funds will be available to return to the landlord/tenant immediately. Best practice is to ensure any credit notes or recovery payments are monitored to ensure that the money is eventually recovered from the supplier. Otherwise, the agent may need to cover this cost.

Australia only

The funds from the credit note will not be available to release to the landlord/tenant, until the credit has been fully recovered from the supplier. This means a recovery payment has been processed through the ABA & Cheque Run. This is to prevent the Trust Account being becoming overdrawn.

 3b. The supplier will be returning the refund to the bank account

If you don't pay the supplier very often, or they were paid by BPAY, you should select no to create a recovery payment. This will then create an invoice on the supplier ledger. This shows that they owe this money, and that you are expecting it to be returned to the bank account. 

  • When prompted to Recover supplier payment from future payments, click No

This will create an invoice for the supplier to pay. Upon receipt of funds, these should be receipted to the supplier, which will then be used to pay the credit note.

 

UK only

Once the credit note is created, the funds will be available to return to the landlord/tenant immediately. Best practice is to ensure any credit notes or recovery payments are monitored to ensure that the money is eventually recovered from the supplier. Otherwise, the agent may need to cover this cost.

Australia only

The funds from the credit note will not be available to release to the landlord/tenant, until the credit has been fully recovered from the supplier. This means the supplier has to have returned the refund to the trust account to pay the invoice. This is to prevent the Trust Account being becoming overdrawn.

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