Add an Adjustment

The Add Adjustments page allows authorized users to make changes to (create adjustments to) invoices, customer balances, and payments, as well as issue refunds. To perform an adjustment, there cannot be open invoices or transactions related to the customer.

To add an adjustment, follow the steps below:

  1. Go to Financial Management > Miscellaneous Billing > Adjustments.
  2. Click New and the Add Adjustments wizard page opens.
  3. In Adjustment Date, enter or select the date assigned to the adjustment transaction. The default is the current system date.
  4. In Adjustment G/L Date, enter or select the date when the adjustment is to be recorded in the general ledger. The default is the current system date. The date must be a valid date that is greater than or equal to the Adjustment Date.
  5. In Responsible Department, select the department responsible for the adjustment transaction.
  6. In Adjustment Type, select the type of the adjustment as defined within the application by your organization.
  7. In Adjustment Method, select the adjustment method required to create the adjustment. This value determines the action that takes place in the system to process the adjustment. The available options are: Reverse a Transaction, Adjust Invoice Billed Amount, Adjust Invoice Paid Amount, Adjust Customer Undesignated Balance, and Refund Customer Undesignated Balance.
  8. In Comment, type a description, notes, etc., for the adjustment transaction. The default is <blank>. The maximum character length is 256; there are no character restrictions.
  9. In Search Type, select the transaction process/batch type to search for the transactions to be reversed. It is visible if Reverse a Transaction is selected in the Adjustment Method field. The default is <blank>. The available options are: Customer, Invoice Batch, Delinquent Batch, Bad Debt Batch, and Receipt Number
  10. Click Next to move to the second step of the wizard process. It opens the second page of Add Adjustment. The Adjustment Method and Search Type (if entered and applicable) determine the initial fields and title that display on this second page. Below is a description of the possible fields that may display.

Add Adjustment (Page 2)

  1. Complete the fields as needed.
  2. Click Next to complete the validation process.
Field/Check Box Description
Customer The customer to use when searching for transactions to reverse. Click the Search icon next to this field to open a pop-up which enables you to search for the record you want to display.
From Date The earliest transaction date to use when searching for transactions to reverse. The default is the [(Current System Date - 1 Year) + 1 Day]. The date must be a valid date that is less than or equal to the To Date.
To Date The latest transaction date to use when searching for transactions to reverse. The default is the current system date. The date must be a valid date.
Transaction Type The transaction type to search for when selecting for transactions to reverse. The default is <blank>. The available options are <blank>, Billing, Payment, Billing Adjustment, Payment Adjustment, Undesignated Adjustment, Apply Late Fees, Apply Finance Charges, Waive Late Fees, Waive Finance Charges, Undesignated Payment Applied, Reclassify, Write Off to Bad Debt, Write off to Tax Roll, Assign to Collection Agency, Write Off to Collection Agency, and Adjust Write Off.
Invoice The selected customer's invoice to use when searching for transactions to reverse. The default is <blank>. It is disabled until a valid customer is selected. The invoice must be a valid invoice.
If Adjustment Method = Reverse a Transaction and Search Type = Invoice Batch
Invoice Batch The invoice batch containing the billing transactions that need to be reversed. The default is <blank>. It displays all posted invoice batches to which the user has security.
Adjustment Method = Reverse a Transaction and Search Type = Delinquent Batch
Delinquent Batch Delinquent batch containing the late fee or finance charge transactions that need to be reversed. It displays all posted delinquent batches to which the user has security.
If Adjustment Method = Reverse a Transaction and Search Type = Bad Debt Batch
Bad Debt Batch

The bad debt batch containing the write off, reclassification or assignment transactions that need to be reversed. 

If Adjustment Method = Reverse a Transaction and Search Type = Receipt Number
Receipt Number The revenue collection receipt number containing the payment transactions that need to be reversed. The number must be a valid receipt number.
If Adjustment Method = Adjust Invoice Billed Amount
Customer Customer to use when searching for invoices to adjust billed amounts. The customer must be active.
Invoice The invoice that requires a billing adjustment. This field is disabled until a valid customer is selected. It is populated with all Open or Completed/Paid invoices for the selected customer to which the user has invoice type security.
If Adjustment Method = Adjust Invoice Paid Amount
Customer Customer to use when searching for invoices to adjust paid amounts. The customer must be active.
Invoice Invoice that requires a payment adjustment. This field is disabled until a valid customer is selected. It is populated with all Open or Completed/Paid invoices for the selected customer to which the user has invoice type security.
If Adjustment Method = Adjust Customer Undesignated Balance
Customer Customer with an undesignated balance that needs to be adjusted. The customer must be active. If the customer has an invoice with a status of Edit, undesignated balances cannot be adjusted.
If Adjustment Method = Refund Customer Undesignated Balance
Customer Customer with an undesignated balance that needs to be refunded. The customer must be active. If entered, the customer must have an undesignated balance. If entered and the customer has an invoice with a status of Edit, undesignated balances cannot be refunded.
Customer Type Customer type to search for when looking for customer undesignated balances to refunds.
Minimum Amount Minimum dollar amount of undesignated balances to select for refunds.
  1. Click Next and the system performs a search based on the criteria entered and displays the results on Page 3 according to the Adjustment Method selected.
See Also

Adjustment List

Adjustment Transaction Type List

Add or Edit an Adjustment Transaction Type

Miscellaneous Billing Overview