In Access Maintain, you may need to reduce the cost of an order if the original charge was incorrect or if a lower amount has been agreed with the contractor. The process depends on whether the order has already been paid for. You can reduce the cost of an unpaid order or raise a credit for an order that has already been paid.
Reduce the cost of an unpaid order
If the contractor has agreed to a lower cost, you can amend the charges before payment is processed.
From the Admin area, search for the order.
Click Edit in the bottom left.
Select Edit visit, then click Edit costs.
Update or remove the charges as needed.
If required, return and edit the parts used to reflect the changes.
Click Save.
Raise a credit for a paid order
If an order has already been paid but was overcharged, you can raise a credit to correct the amount. The credit will offset the overpayment in the next financial cycle.
From the Admin area, search for the order.
At the bottom left of the order, click Credit.
Enter the amount to be credited.
Click Confirm.
Enter the reason.
Click Raise to create the credit order.
A confirmation message will display the credit order number. The credit is automatically approved and will be processed at the end of the next financial period.
📌 Note: A credit can only be raised when the order status is Paid, and you can view the credited order or credited amount in the next payment certificate, whether it is for the full or partial value.