Adjustments are corrections you make to a posted credit that reverse the incorrect post and then create another post with the new distributions. The Adjustments tab appears only if the credit has adjustments. You can make a new adjustment to a credit only if all existing adjustments are posted, and once an adjustment is added to a credit record and posted, it cannot be deleted.
- In Records, click Credits.
- Open the appropriate credit record.
- Select Transaction, New Adjustment.
- On the Adjustments tab, the Entered by field is for informational purposes only and displays your user name.
- In the Adjustment date field, enter the adjustment date.
- In the New transaction amount field, enter the new amount. The Current transaction amount field is for informational purposes only and displays the posted credit amount.
- The Adjusted post status field is for informational purposes only and displays the current post status.
- In the Adjustment post date field, enter a post date or click Use Transaction Post Date. The post date must be in an open period.
- In the Reason field, enter a reason for the adjustment, for example Overpayment.
- In the Notes field, enter notes for the adjustment.
- To view the previous distribution, select the Previous Distribution tab.
- To enter a new credit distribution, select the New Distribution tab.
- In the field above the distribution grid, select Distribution or Miscellaneous Entries . A miscellaneous entry is a one-time adjustment you use in lieu of negative cash amounts.
- In the DR Account Number column, the debit account from the client record appears automatically. You can also click Load Distribution to use a default account distribution from Configuration, or you can enter a distribution manually. When you enter a debit account number, the description appears automatically in the DR Account Description column.
When binoculars appear in an account field, you can use the small binoculars to search for an account segment or use the large binoculars to search for an account number.
- To enter distributions by amount, click $. To enter distributions by percent, click %.
- Enter the amount of the distribution in the Amount column or the percentage in the Percent column. To distribute amounts or percents equally among the selected accounts, click Distribute Evenly.
- In the CR Account Number column, the credit account from the client record appears automatically. Otherwise, enter credit accounts for the distribution. When you enter a credit account number, the description appears automatically in the CR Account Description column.
- If you enter debit and credit accounts from different funds, Accounts Receivable automatically inserts a valid interfund entry in the Interfund field to balance the accounts. If you have not created a balancing interfund entry for those accounts in Configuration, you cannot save the distribution.
- If you have the optional module Projects and Grants, enter a project identification number in the Project ID column. When you enter a valid project identification number, the description appears automatically.
- In the Class column, select a class for the distribution.
- If you have the optional module Projects and Grants and have defined transaction codes, additional columns appear based on the number of transaction codes you have defined. In the grid, select a value for each transaction code.
- To enter different transaction distributions for the debit and credit accounts in a distribution row, select the row and click Distribution. For a credit account, select CR Distribution. For a debit account, select DR Distribution.
You can also use this screen to split transaction distributions among multiple projects, classes, or transaction codes for a single debit or credit account. When you have finished entering information, click OK to return to the credit record GL Distribution tab.
- To preview General Ledger debits and credits for the distribution, click DR/CR Entries.
- To add attributes to the distribution, click Attributes. For more information about adding attributes to a credit record, see Adding Credit Attributes and Notes.
- To delete all rows of the grid, click Delete All.
- To save the adjustment and return to the credit record, click OK.