How do I charge an owner and refund a contractor in one step in agentOS?

When working with submitted invoices, agentOS provides two options that combine charging an owner and refunding a contractor into a single process:

• Authorise: Charge Owner & Refund Contractor — processes the charge and refund, and simultaneously marks the submitted invoice as Authorised.
• Charge Owner & Refund Contractor — processes the charge and refund only, without changing the authorisation status of the submitted invoice.

Both options work in the same way; the difference is simply whether the submitted invoice is marked as Authorised as part of the process.

Accessing these options

1. Open the relevant submitted invoice.
2. Click the Actions button.
3. Under the Charges section, select either:
   • Authorise: Charge Owner & Refund Contractor, or
   • Charge Owner & Refund Contractor

Completing the Charge Owner & Refund Contractor form

The form contains the following fields:

• Person to Charge — select the vendor or landlord to charge. If the property has more than one owner, you can choose to charge a specific individual or split the charge between all owners:
  • For Sales, charges are split 50/50 between vendors.
  • For Lettings, charges follow the ownership split set in the Owners section of the property record.
• Charge Amount (excl. VAT) — enter the amount to deduct from the owner's account.
• Contractor to Refund — select the contractor to receive the payment.
• Refund Amount (excl. VAT) — enter the amount to pay the contractor. Leave blank if this is the same as the charge amount.
• Charge Type — select the appropriate charge type (e.g. Contractor Commission).
• Nominal Code — select if applicable.
• Description — add any relevant notes.

Note: The charge and refund amounts can differ if you need to charge the owner more than you pay the contractor, or vice versa.

If you need assistance, contact support@agentos.com.