There may be occasions where you accidently mark an admin fee or fine as paid. Or, a client may have achieved a successful chargeback or CS query and you want to reflect the credit in Fleetworks.
This process is simple and should take approximately 1 minute. After which you can direct your client to the payment portal to pay in the normal way if needed.
Please note that a transaction is not automatically an invoice. It only becomes an invoice when you create the invoice (this is done automatically when you use the Admin Fee paid function on the main PCN Details screen). The same is true with a credit note. Therefore, it is a 2 stage process.
In this example, we will reinstate an admin fee of £35.00 plus VAT.
- In the PCN view click on the Transaction tab.
- Click New Transaction, adjust the description or name if you wish, add the value (ex-VAT), add any notes and change the Direction from Debit to Credit and leave the Type set to Admin.
- Press Save.
You have now created the transaction but in order to apply it to account you need to invoice it by pressing the red, Create Invoice icon.
We now need to recreate the Transaction that was originally marked as paid.
- Click New Transaction, adjust the description or name if you wish, add the value (ex-VAT), add any notes, leave the Direction as Debit and leave the Type set to Admin.
- Press Save.
Do not click the Invoice icon this time. You can check the balance due by going to Emails and importing the Template called PCN Payment Confirmation. The outstanding balance should now match the including VAT amount that you added. The payments received (in the body of the email) will show at Zero.
You can now use the Begin Recovery function and Debt Module to chase unpaid balance.
If you are crediting or adjusting payment for a fine you should alter the Type to Fine. This will not add VAT to the amount you enter in the value, correctly reflecting the amount paid.