Processing an Installer Chargeback / Deducting from Installer Retainage The below steps should be used in the event you need to process a chargeback to an Installer from their Installer Retainage Account. If you don't want to take from their Retainage Account, please see a separate article titled " Deduct Installer AR or Chargeback from Installer Pay
Deducting an Installer Chargeback from the Installer's Retainage account balance:
- Open a NEW job with the Customer ID matching the Installer ID (the Customer ID must be identical to their Installer ID), and add a Labor Line with a Sale Quantity of 1 and the Unit Price equal to the amount of the charge back that will be withheld from their Retainage. Change the Ship TO box to reflect the actual Customer's Data for future reference/lookup. Also, if another Installer is being paid to correct this work, enter a Work Quantity of 1, otherwise, leave at zero. Make sure you pay the new Installer through Job Labor Maint./Installer Payments as normal. Invoice the Job.
- In the Installer Payables System, Print the report for just this Retainage item, without selecting any other items for payment. On the A/R Trade Deduction line, there should be a balance equal to the invoice generated in step (a.) above. Enter up to the balance amount and offset with a negative amount on the Retainage line. The system will then prompt you to enter A/R to pay the Invoice
- In A/R, Post Customer Payments, add the payment using the Pay Type "INST" (use the Pay Type w/ G/L Account for Installer Clearing) and apply to the invoice generated in step (a.) above following these steps:
- Accept the Installer’s ID on the Customer ID field
- Accept or override the Posting Period
- At “Receive New Payment?”, key Y
- Enter to accept the Reference Number (automatically generated using IP for Installer Payables with a combination of the date and time)
- Use INST (or similar) as the Pay Type
- Accept or override the Date (defaults to current)
- Accept that Amount (automatically generated based on what was withheld from retainage)
- At “Sort by Invoice Number/Job Number”, press Enter to accept that default of I
- Press Enter on the Invoice
- “Apply Payment to Invoice?”, key Y
- “Add Discount to this Item?”, key N
- “Apply This Check $”, press Enter to accept full amount withheld from retainage
- “Apply Payment, Are You Sure?”, key Y
- ESC out and the system will move you to A/P
d. Accept the zero invoice in A/P. Do not add Charges to a Job or Select For Payment Now.