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Datto Autotask PSA: How can I issue a Credit or add a negative charge to an invoice?

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Question

How can I issue a Credit or add a negative charge to an invoice?

Environment

  • Datto Autotask PSA

Answer

While the recommendation is to Void, Un-post, back the items out and correct them at the source, you can also add a credit charge on a future invoice for the customer.

To add credit on an invoice, you can create a negative charge on a ticket, project, or contract to apply "credits" on your customer's invoice.

The Quantity of the Charge cannot be a negative amount, but the Unit Price can. We recommend adding a custom Charge Name and select the corresponding Material Code to associate your Charge with the correct Tax Category as well.

  1. The association between the Material Codes and Tax Categories can be observed in Autotask menu  Admin → Features & Settings → Finance, Accounting & Invoicing → Billing Codes → Materials.

Note: It is essential to make sure that the taxes that were applied on the original Billing Item (Worked hours, Charge, Recurring Service, Subscription, etc.) will be used on the Credit Note as well.

When the ticket charge is approved and posted along with other billable items, the credit will be listed on the invoice and deducted from the total.

Notes: 

  • Quickbooks Invoice Transfer: While you can transfer a negative price on an invoice item. The total price on the invoice must be Greater than or Equal to $0.00. Negatively totaled invoices will not transfer to Quickbooks. 
  • Quickbooks Invoice Transfer: Because Quickbooks does not accept Quantity on Discount Items, you will have to create the charge with a quantity of 0 if it will be linked to a discount in Quickbooks. Once you apply the 0 quantity, it will clear the Billable amount. You will then enter the negative amount in the "Billable Amount" field.

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