Depending on the type of job you're running this will be slightly different. We'll cover both:

  • Contract price/Completion percent jobs

  • Cost plus jobs

Contract price/Completion percent jobs

In essence what you're doing here is "refunding" money from the contract value the client has agreed to pay. This will be done via a negative variation and then attached to an invoice.

You can start the negative variation from either the costing screen or the variation screen.

1. Starting from the Actual Costing screen will be better if you want to refund a specific item

2. Starting from the Variation Screen will be better if you simply want to apply a lump sum

More info on variations generally can be found here

Regardless of where you start the variation from the crux of it is that:

3. The minus number in the quantity box creates a negative amount

4. The overall variation is negative

Lastly when you go to add this variation to an invoice, you'll only be able to add it to an existing invoice (one with an existing dollar value) as we cannot issue negative invoices.

5. Add the variation to the invoice

6. Notice that it removes from the existing claim amount of the invoice

Cost plus jobs

In essence what you're doing here is charging the client a negative amount as a result of a negative purchase order or negative work order.

A few notes here:

  • If you use this method with a purchase order it will be as though you are creating a credit note with that supplier. More info via the below link

  • In cost plus jobs you can use a negative variation to indicate to the client you intend to credit them. This is up to you, and has no impact on ultimately crediting them, it's purely for communication. In this example we don't use the cost plus variation. More info via the below link

You can start this as either a work order or a purchase order, this will depend on whether the cost you're crediting to the client is to do with a supplier/contractor (use a purchase order) or purely an internal cost you're crediting them (use a work order). In this example we'll use a work order.

The crux of it is:

1. The minus number in the quantity box creates a negative amount

2. The overall work order is negative

When you go to add this credit to an invoice, note that it will attract the default markup, up to you what you do here but generally users only want to credit the non-marked up cost, hence making the markup 0%.

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