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(2022.1) How to issue a credit Charge

Owned by Karis Hathaway (Deactivated)
Jan 08, 2024

How to issue a credit Charge

In PCR-360 issuing a credit is as simple as adding a new Charge. The new Charge simply needs to be set up with a negative amount and the Charge will automatically be created as a credit rather than a debit for the relevant GLA.

Here are two example approaches to issuing credits that can be done in PCR-360.

Same Charge Catalog

In order to set a credit for the same Charge, simply add a new Charge of the same Charge Catalog and make the Amount field negative. This will ONLY work if the Charge in question is a Non-Recurring Charge. Otherwise, the effect would be to set up a recurring credit which would not be desirable. For this example, there is a $421 Charge that was applied to a Service incorrectly.
Charges Tab example

  1. On the Service, Equipment, GLA , or Service Desk item select the Charges tab. For this example, a Charge will be added to a Service.
  2. Click the Add button to add a new Charge.
  3. This will open the 'Add New Charges' form.
    Add new Charge Form example
  4. Select the Charge Catalog that the credit needs to be applied to the Service. For this example, "Data Credit (Nonrecurring)" is being used.
  5. Set a Charge Override Amount on the Charge as a negative value. 
    Negative Charge Amount Example
    • If the original Charge Catalog doesn't allow for a Charge Override Amount, then that flag will either need to be set on the Charge Catalog, or Users will need to use the How to issue a credit Charge option to create a Charge for a given Charge.
  6. Add a Description to the Charge to indicate the reason for the credit. This Description will appear on the Bill for the Customer to review.
  7. Click the Save New button to add the Charge.

The credit for the Charge will now have been added and will be included in the next Bill cycle. The NRC Total will reflect both the credit and the debit.
Charges Tab example

Custom Credit Charge Catalog

In order to add a credit with a different Charge Catalog that is specific for "credits", there first needs to be a specific Charge Catalog for credits.

Setup Credit Charge Catalog
  1. First navigate to Main > Catalogs > Charges.
  2. Click the Add button to start a new Charge Catalog.
  3. Set the Name of the new Charge something like "Credit Charge". 
    Name field example
  4. Set the Type to "Nonrecurring" for this credit Charge Catalog.
  5. Leave the Default Amount blank and the Allow Override Amount checkbox selected.
  6. Click the Save New button to create the Charge Catalog.

Now this Charge Catalog can be used to create any credits that might be needed.

Add credit for the Charge

This process is nearly identical to manually adding any other Charge. From any of the Charge tabs on Service Desk, Services, Equipment, or GLA Catalogs:

  1. Click the Add button.
  2. Select the "Credit Charge" Charge Catalog that was previously set up.
  3. Set a Charge Override Amount on the Charge as a negative value.
    Negative Charge Amount Example
  4. Enter any other needed information like the Owner or Description.
  5. Click the Save New button to create the Charge.

This Charge will now be applied to the relevant item and ready to be picked up in the next Bill cycle.