The Miscellaneous Billing Adjustment List page allows authorized users to view a list of all pending Miscellaneous Billing adjustments, add new adjustments, or delete existing adjustments.
To access the Adjustment List page, go to Financial Management > Miscellaneous Billing > Adjustments.
Adjustments uses the standard workflow process that allows authorized users in your organization to generate the edit and error listing, validate, approve, and post groups of adjustments to which the user is authorized and that meet a series of pre-defined criteria. The Validation and Approvals icons may switch locations in the workflow list depending on the option selected in the Validation and Approval Sequence field on the Miscellaneous Billing tab on the Company FM Settings page.
PostClick Refresh at any time to repopulate and update the list to include any changes made by you or other authorized users.
Click here for more information on the fields.
| Field | Description |
|---|---|
| myTasks | Displays a checkmark if the adjustment is assigned to the user. |
| Validated | Displays a checkmark if the adjustment has been validated. It displays an X if the adjustment is not valid. It displays nothing if the adjustment has not been validated. |
| Approvals | Displays the number of approvals currently in place for the adjustment. It uses the standard Approval format (X of Y at Z), where X is the number of the approval, Y is the number of approvals required, and Z is the current level. The number of levels necessary to approve an adjustment is based on your organization. For example, there could be three approval levels (department, city, county) and each level could require five approvals. It displays ‘Approved’ if the invoice has been approved. |
| Department | The department (concatenated department code followed by the concatenated department names) associated with the adjustment. |
| Customer | The customer (customer name displayed First Name, Middle Name, Last Name, and name suffix) affected by the adjustment. |
| Invoice Type | Type of invoice being adjusted, if applicable. |
| Invoice Number | Invoice number being adjusted, if applicable. |
| Date | Date of the adjustment. |
| G/L Date | Date that the adjustment will be posted to the general ledger. |
| Type | Type of the adjustment. |
| Adjustment Total | Total dollar amount change as a result of the adjustment. |
Add an Adjustment
To add a new adjustment record click New. See Add an Adjustment for more information.
View an Adjustment
To view an adjustment and related transaction information click the Customer name, which is a hyperlink that opens the View Adjustments pop-up window. The View Adjustments pop-up window allows authorized users to view adjustments to invoices and customer balances. When you click on the Validated Transaction Type hyperlink, additional information displays in the window. Scroll down to view the contents in the entire window. Below are field descriptions for the View Adjustments pop-up window. Click OK to close the window.
| Field | Description |
|---|---|
| Validated | Indicates whether the entire adjustment transaction has been validated. |
| Adjustment Date | Date assigned to the adjustment transaction. |
| Adjustment G/L Date | Date when the adjustment is to be recorded in the general ledger. |
| Responsible Department | Department responsible for the adjustment transaction. |
| Adjustment Type | Adjustment as defined within the application. |
| Comment | The description, notes, etc., for the adjustment transaction. |
| Transactions | Information regarding the adjustment transaction. There may be multiple occurrences of this section header, one for each transaction associated with the adjustment. |
| Transaction Detail | This sub-section contains the adjustment activity broken down to the billing code. |
| Transaction G/L Distribution | This sub section contains the general ledger distribution information associated with the detail adjustment activity. |
| Transaction Validation Errors | This sub section contains the validation errors that may exist for the transaction. |
Delete an Adjustment
To delete an adjustment, select it in the list and click Delete.
The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.
Create Refund Payment Register
This button is enabled only if open adjustment transactions exist, where at least one open item is a refund item and none of the open items are assigned to a payment batch. This allows authorized users to create a payment batch of refund checks to return the undesignated balances (overpayments) back to the customer.
- Click Create Refund Payment Register to open the Create Refund Payment Register page.
- In Bank Account, select the bank account to use from which to issue the refund checks.
- In Starting Check Number type the first number to use when refund checks are generated. The field is disabled until a valid Bank Account is selected. The default entry is the next check number for the bank account. The acceptable range is 1 through 999,999,999.
- In Check Date, select or enter the date that will be assigned to each refund check created. The default is the current system date. The date must be a valid date that is greater than or equal to the Minimum post date if the Post Journals Prior to Minimum check box is cleared on the Journal Processing tab of the Company Suite Settings page. It must be less than or equal to the Maximum Future post date on the Journal Processing tab.
- Select the Include Detail Transactions check box to include detail transaction information on the register.
- Click OK to save the changes and close the window.