Adjustment Entry
The Adjustment Entry module allows you to enter debit or credit amounts to be charged against any valid invoice or credit note for a receivable group. Adjustments may be made only on a per document basis and only in the amount of the original amount plus accrued interest less cash or adjustments to date. Accounts Receivable internally verifies that the amount of the adjustment does not exceed this limit and will disallow any attempt to adjust a greater amount. An adjustment cannot be made to adjust a receipt if it has been cancelled. In the event that an account is to be adjusted so as to create a credit balance, you should use the Credit Note Entry option.
The following information will be input during Adjustment Entry:
- Customer account number
- Original invoice/credit note number
- Adjustment amount
- User defined entry source code
- General Ledger account numbers for the charging of accounts
Audit Control Entry
Receivable Group
Your default receivable group will appear here. If you are authorized to change the group code, you may do so by re-keying the field or typing '00' at the field to change.
Cust No.
Enter a valid receivable group account number. If the customer account is unknown, press the <Ctrl+F> key. The system will then display the account description and address for verification.
CR/IN <IN>
Enter the document type where an adjustment is to be made:
- CR - indicates Credit Note
- IN - indicates Invoice
Enter <Enter> to accept the default displayed.
Reference
Enter the 1-10 character alpha-numeric reference number of the document you want to adjust. For a list of all valid reference numbers that can be used for this customer, press the <Ctrl+F> key. Arrow down to the invoice or credit note you want and press <Enter>.
On Interest
Click Yes if the adjustment is to be on the interest amount.
Click No or <Enter> if the adjustment is to be on the original amount.
Amount
Enter the dollar amount of the adjustment. Credit adjustments should be preceded by a minus sign.
Input Ref
Enter a 1-10 character input reference number (i.e. journal page number, external credit number, returned cheque number, etc.). This field will be used for information only and may be left blank.
Source
Enter a valid two (2) character Data base Source Code. For a list of valid source codes, press the <Ctrl+F> key.
Date
Enter the actual date of issue. For purposes of Accounts Receivable Reporting, interest calculation, etc. the adjustment will not be effective until this date.
Adjustment Revenue Distribution - Screen 2
GL-SL Account
Enter a valid General Ledger/Sub-ledger account combination. For users interfacing to Finance, the revenue dollar amount will be posted to this account.
Description
Information field to display the General Ledger/Sub-ledger posting account.
Amount
Enter the amount to be distributed to this account. The sign on this amount must be the reverse of the sign from Screen #1.
The system will then prompt for GST.
GST Amount: 1.25
The GST is calculated based on the GL Tax Code. The default amount can be over-written by rekeying a different amount. If there is no GST on this entry, clear field and click OK.
NOTE: If the adjustment is being done for a negative amount, the GST must also be negative. The reverse is also true.
- ESTIMATE $$$$$$ Information print fields inform you
- TOTAL $$$$$$ of any variance between the invoice amount
- GST $$$$$$ and the distributed amount.
- DIFF $$$$$$
Click Save to accept the distribution as displayed. If there is a difference between the estimate entered on the first screen and the distributions done on the second screen, the following prompt will appear:
Payment Mismatch - Override Payment Summary Screen
- Click OK to accept new estimate amount.
- Click Modify to modify payment
- Click Delete when on the line you would like to remove.
- Click Insert to add a new line.
- Click Page down arrow to display other pages when you enter more than one page of items.
- Click Cancel to cancel the entire credit note and clear the screen, allowing for re-entry.
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