Summary

Once you have entered one or more transaction adjustments you will need to commit the batch. Follow these steps to complete the adjustments batch process.

Step by Step

1     Confirm that adjustments have been entered.

• Open the Edit Adjustments window (LP> Adjustments> Enter) to confirm that at least one adjustment has been entered in the batch.
• Highlight an adjustment and click the Modify icon   to change the adjustment details.
• Click the Create icon to create a new adjustment.
• Highlight an adjustment and click the Delete icon or press DELETE to delete the selected adjustment.

2     Print an adjustments proof list.

• Open the Adjustments Proof List window (LP> Adjustments> Proof List).
• Select the report type you would like to print.
  • The Summary report displays the Invoice Number, Transaction Date, Transaction Type, Customer Name, Application Number, License Number, Description and Amount. The total amount for all batch adjustments will also be displayed.
  • The Detail report includes the information displayed in the Summary report and also displays the Fee Code, Debit Account, Credit Account and debit or credit amount.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

3     Print the GL Distribution list.

• Open the Print GL Distribution window (LP> Adjustments> GL Distribution).
• Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the adjustments are recorded.
  • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
• Select a Report Type from the drop-down menu.
  • The report will display the Fund, Account, Description, Debit Amount, and Credit Amount. The report will also provide subtotals by account number and Fund as well as a report total.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

4     Print the Adjustment Statements.

• Open the Print Adjustments Statements window (LP> Adjustments> Statements).
• Select the Adjustment Types you would like to include in the statement batch. By default, all types will be checked.
• Use the Printer Adjustment field to adjust where the first line of the statements will print. If you adjust the alignment of the statements you may want to print a test statement before printing a large batch.
  • Zero is the system default. Adjusting the value up will move the first line of the statement up on the printed page and adjusting the value down will move the first line down.
• Select how you want the logo to display in the Logo Options field.
  • Select All Pages to display the logo on all pages of the statements.
  • Select First Page Only if you would like to display the logo on the first page of a statement only. If the statement is more than one page, the logo will not display on the second page and the space where the logo normally prints will be blank, shifting all fields on the second page up.
  • Select Don’t Print and Leave Room if you would like to leave the space that the logo normally prints in on the top of every page, but leave the logo off the statements. If the statement is more than one page, the spacing on the second page will be the same as the first. Choose this option if you are using pre-printed statement stock with a logo at the top of every page.
  • Select Don't Print and Don't Leave Room if you would like to print the statements without logos or blank spaces.
• If more than one statement is being printed, select how the statements are sorted in the Sort By field. The statements can be sorted by application number, license number or customer number.
• Check the Print Perforation Line toggle to print a perforation line at the top of the returnable section of the statement.
• Click the Address 1 field label in the Remit Address section to attach a remit address to the statement. Remit addresses are created and maintained in the Remit Address Maintenance window (LP> Maintenance> Remit Address).
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Print the Adjustment Letters. This is an optional step.

• The Adjustments Letters are meant to be run in conjunction with the Adjustments Statements. Rather than providing the financial detail found in the statements, letters provide general information such as the total amount adjusted.
• Select a Form from the drop-down menu.
  • The printed letters will use the selected Form as a template.
  • Forms are created and maintained on the Forms Maintenance window (LP> Maintenance> Forms).
• The Tran Date field will populate with the transaction date specified on the GL Distribution step.
• The Compatibility mode toggle is used to activate compatibility mode for legacy forms that don't use standard Springbrook forms functionality.
  • Springbrook does not recommend using Compatibility mode as it will disable a number of useful form features.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Commit the adjustments batch.

• Open the Commit Adjustments window (LP> Adjustments> Commit).
• The Batch, Journal Entry Date, Fiscal Period and Fiscal Year fields will all populate with the information determined earlier in the batch process. If you would like to change this information, return to the GL Distribution step.
• Click the Confirm button to commit the batch. The information from the batch is now permanently posted to the General Ledger and the customer accounts.