Summary

Once charges have been generated or payments have been processed, these transactions can be adjusted in the Special Assessments module using the Adjustments process (SA> Adjustments).

Follow this process to create a standard SA transaction adjustment.

Step by Step

1     Open or create a new Adjustments batch.

• Open the Adjustments Batches window (SA> 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. Any uncommitted data 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 are not necessarily the fiscal month and year the transactions in the batch will be posted to.
• Click the Create New Batch button 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 (SA> Adjustments> Edit).
• The Edit Adjustments window will display all of the adjustments in the open batch.
• Select an adjustment and click DELETE to remove the selected adjustment from the batch.
• Select an adjustment and click EDIT to edit the details for the selected adjustment.
• Click CREATE ADJUSTMENT to open the Adjustment Wizard.
• Select Adjustment from the Adjustment Type drop-down menu.
• Select a Transaction Type for the new adjustment.
  • If the Assessment Number selected below does not have an instance of the selected transaction type, you will not be able to proceed.
• Specify a Transaction Date for the adjustment.
  • The Transaction Date does not affect the date that the journal entries are posted to the general ledger. The journal entry date is determined when the GL Distribution report is processed.
• Specify a Due Date for the new penalty. This is a required field.
• Enter a Reference Number and Description for the adjustment. This information is not required.
  • The Description will appear on the Adjustment Statements that are generated for the customers associated with the adjusted assessment.
• Click the Assessment Number field search button to select the account that will be adjusted.
  • You will receive an error message if the selected assessment does not contain the transaction type you are attempting to adjust.
  • Assessments that are included in uncommitted Billing, Past Dues or CR Cash Receipts batches cannot be adjusted.
• Click the Next button to proceed to the next step.

4     Create an adjustment.

• The following window will display the transactions available for selection. Highlight the desired transaction and click the Next button.
• The final window of the Adjustment Wizard will display the original transactions details in the upper section and the adjusted details below.
• Adjust the editable columns in the Updated Details section and click the Finish button to save the adjustment and return to the Select Adjustments window.

5     Commit the adjustments batch.