Gifted credit

Gifted credit is money DataMind adds against a company's invoices. It reduces what the company is invoiced and it never raises a limit; a wrong grant is put right by granting the opposite amount.

Grant credit to a company

1. On the companies list, open the Company actions menu for the company and click Grant credit. The dialog opens as Gifted credit · <company name>.
2. Check Current balance at the top: granted credit minus the credit already consumed by closed invoices.
3. Enter the Amount. The label names the currency the grant is recorded in.
4. Enter a Note (visible to the client), up to 500 characters. The note is required; it is the only record of why the credit moved.
5. Click Grant credit.

A successful grant shows Credit granted and clears the form; the balance and Past grants refresh. A refusal shows Grant failed with the reason.

Amounts and corrections

• The Amount is a signed decimal with up to 8 digits and 2 decimal places, for example 500.00; a zero is refused.
• A negative amount, for example -500.00, records a clawback. Grants are immutable: there is no edit and no delete, so a correction is the only way to undo one.
• A negative entry is labelled Credit correction; a regular one is labelled Credit grant.

The balance and past grants

Current balance is the granted credit minus the credit already consumed by closed invoices. It falls on its own as billing windows close; nothing is written back at month end.

Past grants lists every grant and correction, newest first, with its amount, its label, the note, and who granted it and when. Until the first grant it reads No credit has been granted to this company yet. While the ledger loads, the dialog shows Loading credit ledger….

What credit does on an invoice

When a billing window closes, the available credit is applied to that window's invoice. It comes off the net charges before VAT and is capped at the window's charges; a remainder stays on the balance for later windows. If credit covers a window fully, that invoice comes out at zero and its status is paid from the start. An invoice that has already been issued is never changed.

Credit is applied against charges only; it never pays out. And it never raises a limit: the spend cap, the hard ceiling and every usage gate stay exactly as they are. As the dialog states it, "Credit reduces what the company is invoiced. It raises no limit - the spend cap keeps gating usage exactly as before."

What the company sees

Every grant and correction appears on the company's Billing page, in the invoices table: a Credit grant or Credit correction row with the amount, the note and the date, marked Credit event. The rows do not carry a balance or the granting staff member.

The company's remaining figure appears as the Credits remaining card on Pricing, which shows the gifted balance less the current window's fee and usage.

Questions, answered

Where do I grant credit to a company?

On the companies list, open the Company actions menu and click Grant credit. The action appears only to staff accounts.

Can I edit or delete a grant?

No. Grants are immutable: there is no edit and no delete. Record a correction by granting the opposite amount; it is labelled Credit correction.

Does a grant change what the company can spend?

No. It only changes what the company is invoiced. The spend cap, the hard ceiling and every usage gate stay exactly as they are.

Which currency is the grant recorded in?

The company's billing currency; the Amount label shows it. The grant keeps that currency even if the company's billing currency changes later.

What does the company see about a grant?

A Credit grant or Credit correction row on Billing with the amount, the note and the date, marked Credit event. It does not show who granted it. The company's remaining figure is on Pricing.

Why did the credit balance drop?

The balance nets grants against the credit that closed invoices have consumed. As billing windows close and credit is applied, it falls on its own; nothing is written back at month end.

When does a grant reduce an invoice?

At the next billing window close. The close applies the available balance to that window's net charges before VAT; a remainder stays for later windows. An invoice that is already issued never changes.

Why was my grant refused?

• The amount does not match a signed decimal with up to 8 digits and 2 decimal places: Amount must be a decimal with up to 8 digits and 2 decimal places.
• The amount is zero: Zero is not a grant. Enter a positive gift or a negative correction.
• The note is empty: A note is required - it is the only record of why the credit moved.

The server refuses a zero amount as well (Credit amount must not be zero), and any refusal from the server arrives as Grant failed with its reason.