Adjustments in Accounts Payable

The Adjustments feature in Accounts Payable has been redesigned to enhance the functionality and presentation of the task. Adjustments may be used to change the due date of unpaid invoices, change the balance of unpaid invoices, transfer line item expenses to a different GL Accounts, or both.

Data Entry

This task performs the entry/edit of adjustment transactions. Once you click on the Data Entry button, the Batch Header screen will appear:

§ To insert a new Adjustments batch hit F5 (system will automatically assign the batch ID number), or to edit an existing batch use Ctrl-L while in the Batch field to search and select an existing batch.

§ Trans Cnt – Enter the total number of transactions in this batch. Total Debits and Total Credits in batch, and the Post Month/Year to which you would like this adjustment batch to post.

§ Property ID – Multi-Property databases users only, enter in the Property ID for the batch.

§ Total DR – Enter in the Total Amount of Debits in this batch of Adjustments.

§ Total CR – Enter in the Total Amount of Credits in this batch of Adjustments, expressed as a negative amount.

§ Post Mo/Yr – Enter the Post Month and Year in which this batch should post.

§ Hit F2 twice to move forward to the Adjustments Entry screen.

Adjustments Entry Screen:

You will need to decide whether you would like to adjust the due date of an invoice, the amount of the invoice, transfer a line item amount to a different GL account, or change the amount AND transfer a line item amount to a different account in the same transaction. Each selection is described below in detail.

Adjust Due Date

Select this radio button if you only wish to adjust the Due Date of an unpaid invoice. If this is your selection, the only fields that will be available to you will be Vendor Number, Invoice, Due Date, and Remark. The system will not allow you to change the due date of an invoice that has been paid. Once you have finished entering data into these fields, press F2 to continue.

Adjust Amount

Select this radio button if you only wish to adjust the Amount of this invoice. If this is your selection, the Amount fields will become accessible on the Adjustments Entry screen (shown above). Once you have finished entering in the Vendor, Invoice No, Remark, and Offset Account fields and hit F2 to continue.

Please Note: Enter the Amount you would like to Adjust.

Example: If you are adjusting a $150.00 Invoice, and you want to make it $145.00: The Amount entered would be –5.00. Credits must always be entered as a negative amount.

The system will not allow you to adjust an invoice that has a payment applied to it.

Transfer GL Account

Select this radio button if you wish to change only a Line Item GL Account for which this Invoice was originally expensed. You may adjust only one Line Item per entry. If this is your selection, the following screen will appear once you have finished entering in the Vendor, Invoice No, Remark, and Offset Account fields and press F2:

Transfer FROM account

This field displays the GL account from which you originally expensed the line item. The name of the account is also displayed for verification.

Transfer TO account

In this field, use Ctrl-L to search for the GL account to which you would like to transfer the expense.

Amount to transfer

Enter the amount you would like to transfer from the ‘FROM account’ to the ‘TO account’.

FC Transfer Amt

Displays the transfer amount in Foreign Currency

Offset Amount

Displays the offset amount of the original invoice + the New Adjustment (if only adjusting the account, then will be 0.00) = total.

Amount and Transfer

Select this radio button if you wish to adjust both the Amount of the invoice and transfer a line item on the invoice to a different GL Account. Choosing to adjust the Amount and Transferring the Amount is recorded as one transaction on the batch header screen. The Amount fields will be accessible in the Adjustments Entry screen, as well as the Transfer Account screen, which is shown above.

Edit List

This task produces an Edit List of un-posted adjustment transactions for all or user-specified Batch ID’s. The Edit List identifies all errors encountered (if any), which must be corrected in Data Entry. Once corrected another Edit List should be printed to verify no other errors exist. A batch must be error-free in order to successfully Post. The Edit List selection screen is shown below.

Post

This task posts all (if all fields are left blank) or user-specified batches that are error-free. The selection screen looks and functions exactly like the Edit List selection screen.

If a batch contains errors it will not be posted, and the system will generate a message to notify you.

Click OK and return to Data Entry to correct errors.

When a batch successfully posts you will see the following notification message:

Click OK and the system will return you to the Invoices Screen.

If you have any further questions on the Adjustments feature, please contact Data Plus Support at 978-897-3700 x 3 or email Support@dphs.com