Credit Expenses
A credit expense should be used when you need to record a refund or credit for a previously completed Expense, Reimbursement or P-Card transaction.
Important: The original transaction must complete the full C3PO approval and payment process before a credit can be entered. The original expense must have a status of Closed / Paid In Full before the related credit is created.
The credit must be entered using the same expense type as the original transaction:
- If the original transaction was a Reimbursement, enter the refund as a Reimbursement credit.
- If the original transaction was a P-Card expense, enter the refund as a P-Card credit.
- If the original transaction was an Expense, enter the refund as an Expense credit.
Creating a Credit Expense
1. Click the Create Expense button in the upper-left corner.
2. In the Create Expense window:
- Select the appropriate expense type (Expense, Reimbursement or P-Card) to match the original transaction.
- Select the correct Project.
- Select the appropriate Vendor or Payee
- Enter a description, if applicable.
- Click Create Expense.
3. The Expense Details window will open. Instead of selecting Add Category, select Add Credit.
4. Enter the appropriate Budget Category and the credit amount.
5. Upload the supporting documentation for the credit, such as the refund receipt or other supporting documentation, by selecting Upload Attachment and attaching the appropriate file.
6. In the Comments section, reference the original expense number.
Example: This is a partial refund of expense #3333-33.
Including the original expense number helps Accounting associate the credit with the original transaction.
Publishing the Credit
Because a credit is entered as a negative amount, it cannot be published by the requestor.
Once all required information has been entered:
- Notify your Accountant or a C3PO Administrator that the credit is ready for review and publishing.
Only users with the Accountant or Administrator role can publish a credit expense.
Summary
Before entering a credit expense:
- ✔ The original transaction must be Closed / Paid In Full.
- ✔ Enter the credit using the same expense type as the original transaction.
- ✔ Select Add Credit instead of Add Category.
- ✔ Include the original expense number in the Comments section.
- ✔ An Accountant or Administrator must publish the credit because it contains a negative amount.
My question is not answered here. What do I do now?
If you are experiencing a technical issue, email a summary of your issue to Event Systems at c3po@c3presents.com.