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 reversal 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 reversal 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 Reversal from the Adjustment Type drop-down menu.
• Select a Transaction Type for the new reversal. Transactions that have previously been reversed or have a pending reversal cannot be reversed.
  • Select CreditCash to reverse a credit on the account.
  • Select Interest to reverse an interest invoice on the account.
    • Only the most recent interest invoice can be reversed. If an interest invoice is reversed, and that interest invoice has an associated principal invoice, both will be reversed. This corresponding reversal will not be displayed until the Finish step.
  • Select Payment to reverse an existing payment.
    • Reversing a payment may result in unbilled interest. If the Create Back Interest for Reversed Payments toggle is checked on the SA Setup window (SA> Utilities> Setup), an additional interest charge will be applied to the account for the unbilled interest amount.
  • Select Penalty to reverse an assessed penalty.
  • Select Principal to reverse a principal invoice on the account.
    • Only the most recent principal invoice can be reversed. If a principal invoice is reversed, and that principal invoice has an associated interest invoice, both will be reversed. This corresponding reversal will not be displayed until the Finish step.
• 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 the new penalty will be applied to.
  • You cannot apply a penalty to an assessment that is included in an uncommitted batch.
• Click the Next button to proceed to the next step.

4     Select and reverse the transaction.

• The following screen will display all of the CreditCash, Interest, Payment, Penalty, or Principal transactions that can be reversed.
  • You cannot reverse a transaction that has other pending transactions associated with it or a transaction that has already been reversed.
• Select the desired transaction and click the Next button.
• The following screen will display the reversal details.
  • Click ADD if you would like to attach a new penalty fee to the account while reversing a transaction. This is often used when assessing an NSF (Non-Sufficient Funds) penalty while reversing a payment transaction.
• Click the Finish button to close the Adjustment Wizard and return to the Select Adjustments window.

5     Commit the adjustments batch.