Adjustments in Accounts Receivable

 

The Adjustments feature in Accounts Receivable has been redesigned to enhance the functionality and presentation of the task. Adjustments may be used to change the balance of an unpaid invoice, transfer a line item expense to a different GL Account, 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.

§         Entry Date – This field will automatically default to Today’s Date, but it may be edited.

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

§         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.

 

 

You will need to decide whether you would like to adjust the amount of the invoice, transfer a line item amount to a different GL account, or both. Each selection is described below in detail.

 

         Adjustments Entry Screen:       

Rectangular Callout: You may do a Ctrl-l to view the distribution history of the original invoice & select the Line Item you would like to Adjust, Transfer from, or both. The system will automatically pull in the offset account used for that Line Item.



Adjust Amount

 

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

Please Note: Enter the Amount you would like to have Adjusted.

 

Example: If you are adjusting a $20.00 Invoice, and you want to make it $45.00. The Amount entered would be $25.00.  Also note: Credits must always be entered as negative amount.

 

If the invoice you selected to adjust has Line Items, the Line Item field will become available, and you will be required to select a Line Item to adjust. You may do a Ctrl-L to view the Invoice History Distributions, a screen will appear listing all of the line items. You may select the one you wish to adjust, and hit Enter.

 

The system will return you to the Adjustments Entry Screen. Upon hitting F2, the system will bring in the Offset Account used for that Line Item in the original Invoice Distribution.

 

Please Note: You are only able to Adjust one Line Item per Entry.

 

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. . The amount field will not be accessible with this selection. You may only adjust one Line Item per entry. If this is your selection, the following screen will appear once you have finished entering in the Customer, Invoice No, Remark, Line Item, and then Press F2.

 

Transfer FROM account

This field displays the GL account of 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’.

Offset Amount

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

Both   

Select this radio button if you wish to adjust both the Amount of the invoice and the GL Account. The Amount fields will be accessible in the Adjustments Entry screen (p.1), as well as the Transfer Account screen (p.3), which is shown on 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