Add refunds to a billing line

If you need to refund a cost that you have already invoiced a customer for, add it as a refund on the billing line.

To add refunds to a billing line

Open: Project Accounting > Billing > Enter New Bill.

Select the customer.
If you have a customer reference for the bill, enter it in the Customer ref box.
Click Add.

The Enter New Bill Line window appears.
Set the project Code or Title.
Move to the Selected costs tab.
Click Add Refunds.

The Billed Costs To Refund window displays a list of billed costs that can be refunded, for the selected project and customer.

The Tp column displays the cost type code.

COB: Opening balance transaction.

EXP: Expense claim.

NLP: Nominal payment.

NLR: Nominal receipt.

PAC: Cost accrual.

PCA: Cost adjustment.

PLC: Purchase credit.

PLI: Purchase invoice.

STI: Stock issue.

STR: Stock return.

TSE: Timesheet entry.
The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.

For some projects, a large number of costs may be displayed in the list. There are a number of ways to find the costs that you require:
- To show costs relating to items or levels in the project structure, click Show Project Structure.
  
  Select the level or item in the structure to display only the costs relating to that area.
- Use the Costs Criteria to filter the list.
  - To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
  - To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
  - To limit the date range of the items displayed in the list, use the Transaction date filter.
  - Refunds only: To limit the number of items displayed, select a range or specific invoice or credit number from the Invoice/Credit No list.
  - To display the items, click Display.
- To sort the list by a particular column (such as Project Item), click on the column heading.
- To view all selected transactions, click Show.
To select a billed cost to refund, click on the box in the Inc column.

To select or deselect all the costs displayed in the list, click Select All or Clear All.

Note: You cannot select items that have been queried, indicated in the Qry column.
To view information about a cost, select it and click View Details.

The Transaction Details window appears.
When you have finished selecting the costs to refund, click OK.

The refunded costs will be displayed on the Selected Costs tab of the billing line.