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 transfer adjustment. Transfer adjustments are often used to transfer credits or payments that are mistakenly applied to the wrong assessments.

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 transfer adjustment.

• 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 Transfer from the Adjustment Type drop-down menu.
• Specify whether you will be transferring a CreditCash or Payment transaction from the Transaction Type drop-down menu.
• 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.
• 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 credit or payment will be transferred from.
  • You will receive an error message if the selected assessment does not contain the transaction type you are attempting to transfer.
• Click the Target Assessment Number field search button to specify which account the credit or payment will be transferred to.
• Click the Transfer Credit Fee field search button to select the credit fee code for a Payment transfer.
• Click the Next button to proceed to the next step.

4     Select and transfer the transactions.

• The following window will display the transactions that can be transferred from the source assessment and the receivables that the transfer can be applied to on the target assessment.
• Select the source payment or credit and the target receivable and click the Next button.
  • CR Paydown payments cannot be transferred.
• The final window on the Adjustment Wizard will display the transfer transaction details.
• Click the Finish button to close the Adjustment Wizard and return to the Select Adjustments window.
  • Each of the transactions that will result from the transfer will be displayed on the Select Adjustments window.

5     Commit the adjustments batch.