Negative Provider Records: Correct a Paid Error or Back Charge a Provider

A negative provider record reduces what you owe a provider (installer). RFMS includes the negative amount in your provider earnings totals, which helps you correct provider pay errors and record pay deductions such as installer back charges.

When to Use a Negative Provider Record

Use a negative provider record when you need to do one of the following:

• Fix a paid provider mistake (you paid the provider on the wrong order)
• Reduce provider pay for a back charge (you need to recover money from the provider)

If you need the provider to pay you back directly (cash/check/credit) instead of reducing what you owe them, use a billing method instead of a negative provider record. For more information see the article Record an Installer Back Charge in RFMS.

 Important Notes:

• A negative provider record is a pay adjustment. It does not create a separate bill that the installer pays.
• If you already printed/posted provider earnings and your totals do not look right, review your provider earnings print/post process and whether provider records were posted/unposted.
• If your goal is to collect money from the installer (instead of reducing what you owe), you'll typically use an order/payment or Claims workflow instead. 

Before You Start

A negative provider record affects provider pay totals. Make sure you understand how your team handles provider pay and when provider earnings are printed/posted.

Scenario 1: You added a provider to the wrong customer order and already paid them

What the negative record accomplishes

You create a negative record to offset the provider amount that was paid on the wrong order. This keeps provider earnings accurate going forward.

1. Open the order that contains the incorrect provider record.
2. Add a new provider record for the same provider user a negative earnings amount equal to what was paid in error.
3. Save the provider record.
4. When you run the Provider Earnings report, confirm the negative amount reduces the provider's total by the expected amount.

How to confirm it worked

What to check	Where to check	What you should see
The new provider record	Provider records on the order	A provider record with a negative amount
The provider total	Provider Earnings report	Provider total is reduced by the negative amount

Scenario 2: You need to back charge an installer/provider (reduce what you owe them)

An installer back charge is a cost you charge back to the installer, often due to rework, damage, or a customer refund tied to the installer's work.

What the negative record accomplishes

You reduce what you owe the provider by adding a negative amount that is included in provider earnings totals.

1. Open the order related to the back charge.
2. Add a provider record for the installer using a negative earnings amount for the back charge.
3. (Recommended)Enter a clear description in the record notes or description field so you can tell later why the amount was reduced.
4. Save the provider record.
5. Run the Provider Earnings report and confirm the provider's total is reduced by the back charge amount.

How to confirm it worked

What to check	Where to check	What you should see
The back charge record	Provider records on the order	A provider record with a negative amount and a clear reason
Provider earnings impact	Provider Earnings report	Provider total is reduced by the back charge amount

Related Articles

• Adding Provider Records
• Providers Earnings Report
• Customer Order - Moving a provider record to another order