Summary

A contra revenue account is a revenue account that is expected to have a debit balance instead of the usual credit balance. This debit balance is contrary to the credit balance commonly carried by a revenue account.

A contra revenue adjustment allows you to enter negative billing transactions. Follow these steps to create a contra revenue adjustment.

Step by Step

1     Create a new Adjustments and Fees batch.

• Adjustment transactions added to an existing batch will not overwrite the transactions already entered into the batch, but the batch will return to the Input step if a Proof List or GL Distribution report has already been created.
• Open the Adjustments and Fees Batches window (UB> Adjustments and Fees). The Batches window will display all the open Adjustments and Fees batches.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Adjustments and Fees process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year and are used for reference only. The batch month and batch year do not affect the transaction or journal entry date of the transactions in the batch.
  • The fiscal period the journal entry created is set up during the GL Distribution report (UB> Adjustments and Fees> GL Distribution> Journal Entry Date field).
• Click Create to create the new Adjustments and Fees batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Adjustments and Fees process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Adjustments and Fees process.

3     Create a new Contra Revenue Adjustment Transaction.

• From the Input window (UB> Adjustments and Fees> Input), click the Add button drop-down menu and select Contra Revenue Adjustment to open the Contra Revenue Adjustment window.
• Enter an account number or click the Account Number field search button to select the customer account from a list.
• Select an adjustment type in the Adjustment Type drop-down menu. The selected adjustment type will be attached to the adjustment type transaction line.
  • The Service, Fee Code, Description and Amount associated with the selected adjustment type will populate a line item in the lower section of the window. The Amount field on this line item can be edited.
  • Adjustment Types are created and maintained on the Adjustment Type Maintenance window (UB> Maintenance> Adjustment Type).
  • The description associated with the selected adjustment type will automatically populate in the Description field.
• Modify the date in the Transaction Date field to change the transaction date of the adjustment. This field will populate with the current date.
• Enter a description of the adjustment in the Description field if you would like to add a description to the adjustment transaction.
  • If a description is attached to the selected adjustment type, that description will automatically populate in the Description field. This description can be edited.
  • The description will display on the History tab of the Account Master Maintenance window (UB> Maintenance> Account> History tab> Description column).
• Click the Save button to return to the Adjustments and Fees Input window.

4     Commit the Contra Revenue Adjustment.

• Once the adjustment has been created, you can view the adjustment on the UB customer account using the Account Master Maintenance window (UB> Maintenance> Account> History tab).
  • The adjustment transaction will display in red as it is still uncommitted.
• Print a Proof List.
  • Generate the Proof List (UB> Adjustments and Fees> Proof List).
  • The Sort By field is used to sort the Proof List by either Account Number or Receipt Number.
  • The Proof List will display the adjustment amount, the service being adjusted, and the customer account information.
  • Once the required report settings have been specified, click the Print button   to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
• Print a GL Distribution report.
  • Enter the Journal Entry date, select a Report Type, and generate the GL Distribution Report (UB> Adjustments and Fees> GL Distribution).
    • Once a Report Type is selected for a GL Distribution report, that report type will be automatically set as the default for all UB GL Distribution reports.
  • The GL Distribution Report will display the journal entry created by the adjustment.
  • The GL accounts attached to the service rates or fee codes on the billing line items being adjusted will be used in the journal entry. The revenue and cash accounts attached to the fee code or service rates will be used in the journal entry.
• Commit the adjustments.
  • Open the Commit window (UB> Adjustments and Fees> Commit).
  • The Commit window will display the journal entry date of the journal entry created by the process.