Summary

Once invoices and/or payments have been processed, these items can be adjusted. The Adjustments process is where you make these adjustments in Accounts Receivable. Follow this process to enter the transaction adjustments.

Step by Step

1     Open or create an adjustments batch.

• Open the Adjustment Batches window (AP> Adjustments). The Batches window will display all the open Adjustments batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted adjustments in the batch will be deleted.
• 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 process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch.
• Click CREATE to create the new Adjustments 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 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 process.

3     Enter or edit the adjustments.

• Open the Edit Adjustments window (AR> Adjustments> Enter).
• This will display all of the uncommitted adjustments in the open batch.
• Click CREATE ADJUSTMENT to open the Create Adjustments window.

4     Create an adjustment.

• The Initialization step on the Create Adjustments window will determine what type of adjustment you create.
• Select an Adjustment Type from the drop-down menu.
  • Select Adjustment to make an adjustment to a credit, interest, invoice, payment, or penalty associated with an account.
  • Select Apply to apply a credit or deposit to an account.
  • Select New to create a new credit on a bill or to create a new penalty.
  • Select Reversal to reverse a credit, interest, invoice, payment, or penalty associated with an account.
  • Select Transfer to transfer a credit, an invoice, or a payment from one account to another.
• Select a Transaction Type from the drop-down menu.
  • The options available from this drop-down menu are determined by your selection in the Adjustment Type field.
• Enter a Transaction Date or select one from the drop-down menu.
• Enter a Due Date or select one from the drop-down menu.
  • This field will only be active if New is select in the Adjustment Type field and Penalty is selected in the Transaction Type field.
  • The Transaction Date and Due Date are used in calculating past due fees in the AR module.
  • The Transaction Date and Due Date are also used in calculating the age of a transaction on aging reports.
• Enter a Reference Number as an optional method for tracking originating documentation.
• Enter a Description for the adjustment. This is an optional field that can be up to 60 alphanumeric characters long.
• Enter an Account Number to adjust or click the field search button   to select one from a list.
• Enter a Target Account Number.
  • This field will only be active if Transfer is selected in the Adjustment Type field. This is the account that the transfer will transfer the transaction to.
• Enter a Credit Fee or click the field search button   to select one from a list. This field will automatically populate with the fee specified as the default credit fee on the AR Setup window (AR> Utilities> Setup> Credit Fee field).
  • This field will only be enabled if Adjustment or Transfer of a Payment is selected. When this field is enabled, a credit fee is required even if the selected Transaction Type does not create a credit.
  • Credit fees are user-defined fees used to direct overpayments to the appropriate account.
• Click the Next button.

5     Select the items to adjust.

• The Select Transaction step on the Create Adjustments window will now display all of the selected Transaction Types associated with the account.
• Highlight the transaction you would like to adjust and click the Next button.
• If you are adjusting a transaction from the Account Maintenance screen, the Select Transaction step will not be necessary.

6     Enter the adjustment.

• The Adjustments step on the Create Adjustments window will now display the original transaction information in the data grid.
• Depending on the transaction type you are adjusting, different fields will be editable. For example, if you are adjusting an invoice, the Number of Units and Updated Amount columns will be active for editing.
• Enter the adjustments and click the Finish button.

7     Commit the adjustments batch.