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You   use  the   Adjustment  Entry  form  to: 
• Create   new   batches  of   adjustments  to   documents. 
• Edit   existing  adjustment   batches.  
• Write  off  small  overpayments  when  you   adjust   receipts.  
• Adjust   posted   documents,  including  those   that   are  fully  paid. 

You   can   also   enter  adjustments  using  the   Receipt  Entry  form.  However,  you   can   edit   those   adjustments  only   in   the   Receipt  Entry form.  If   you   use  retainage  accounting,  note   that   you   can   adjust   retainage using  the   Adjustment  Entry  form,   only. 

Press  F1  to   display  Help  forms   when  you   need  information   about  fields   or   tasks.   To  find   out how   to   use  Help,  click  Using  Help  on  the  Help  menu. 

Creating or Selecting an Adjustment Batch
To  add   or   edit   adjustments  using  the   Adjustment  Entry  form,   choose the   Adjustment  Entry  icon   from  the   A/R  Transactions   folder,   then  create   a  new   batch  or   select   an  existing  batch.  You   can   also   click  the   New  button   on  the   Adjustments  Batch  List  form  to   open  the   Adjustment  Entry  form  and   create   a  new   batch.  

To create a new adjustment batch:
These  instructions  start   by  choosing   the   Adjustment  Entry  icon   from the   A/R  Transactions   folder.   If   you   started  Adjustment  Entry  by clicking   the   New  button   on  the   Adjustment  Batch  List   form,   begin  at  step   2.  
1. To  create   the   batch,   click  the   New  button   beside   the   Batch Number  field. Accounts  Receivable   assigns  a  new   batch  number.  
2. Type  a  description  for  the   batch.  
3. If   you   want  to   change  the   batch  date,  type   over   it   or   select   a  date  using  the   calendar   associated   with  the   Batch  Date  field.  (Click  the   arrow   beside   the   field, display  the   required   month,  and   then  click  the   date   you   want  to   use  for  the   range.) Accounts  Receivable   automatically  displays   the   session  date   for new   batches.  

To open an existing batch, use one of these methods:
• Click  the   Finder   next   to   the   Batch  Number  field or   press  F5 when  the   cursor   is   in   the   field  to  list   existing  batches,   and   then  choose  the   batch  you   want. 
• Type  the   number  of   the   batch  you   want  to   add   to   or   edit.  
• Click  the   navigation   buttons  near   the   Batch  Number  field  to  display  the   batch  you   need.  
You   can   change  all  the   header  information   for  the   batch  except   the  batch  number.  
The   Batch  Information   form  displays   additional   information  about  the   batch  that   is   not  included   on  the   Adjustment  Entry  form,   such  as  the   batch  status   and   whether  the   batch  listing   has  been  printed. 

To view the adjustment Batch Information form:
• Click  the   Zoom  button   beside   the   Batch  Number  field. 

 

Adding and Editing Adjustments
To add or edit an adjustment:
1. Create   a  new   adjustment   batch  or   select   the   existing  batch  you  want  to   use,   as   described  in   the   preceding  section. 

                          

2. Use  the   Entry  Number  field  to   create   a  new   entry  or   to   select   an existing  one,   as   follows:  
• To  start   a  new   entry,   click  the   New  button   beside   the   Entry Number  field. 
• To  select   an  existing  entry  for  editing,  click  the   Finder  or  press  the   F5  key,   then   choose  the   document  from  the   Finder, or   type   the   entry  number.  

3. Enter  the   adjustment   or   make  changes,   as   follows:  
• Enter  an  optional   description  for  the   entry.   
• Enter  the   adjustment   date. 
• Enter  the   posting  date.  (The  posting  date   determines   the  fiscal  year   and   period   to   which  the   transaction   is   posted.) 
• If   you   are  adding  a  new   entry,   type   the   customer  number  or  choose  it   from  the   Finder.  
• Type  an  optional   reference  for  the   adjustment.  
• Type  the   document  number  to   which  the   adjustment  applies,  or   choose  the   document  from  the   Finder. 
• If   the   selected   document  includes   a  multiple  payment  schedule,  type   the   payment   number  you   are  adjusting. 

4. Enter  the   distribution  details: 
• To  adjust   an  existing  detail  from  the   posted   document:  
          i. Click  the   first   blank  line   on  the   detail‐ entry  grid. 
          ii. Click  the   Adjust   Line   Number  Finder,  highlight  the  detail  you   want  to   change  in   the   window  that   opens,  and   then   click  the   Select   button. 
          iii. Press  the   Tab   key   to   display  the   detail  information   from the   posted   document.  
• To  add   a  new   detail  for  the  posted   document:  
          i. Click  the   detail‐ entry  grid,  then   press  the   Insert   key   on your  keyboard  to   create   an  adjustment   detail line.  
          ii. Enter  a  distribution  code  (or  choose  one   from  the  Finder). 
              Or 
             Skip   the   Distribution  column,   and   type   the   general ledger   account  number  for  the   detail.   (If  you   use  Sage Accpac  General  Ledger,  you   can   use  the   Finder   to   select  the   account.) 
• Enter  a  debit  amount  to   reduce  the   balance  of   an  invoice  or   a debit  note,  or   a  credit   amount  to   increase   the   balance  of   these document  types.  
• If   the   selected   document  is   job ‐ related,  additional   columns  appear  on  the   grid   that   let  you   add   or   adjust   job ‐ related details. You   can   add   a  detail  that   did  not  exist  on  the   original invoice,   debit  note,  or   credit   note   by  specifying   a  particular contract,   project,  category,  and   (for   a  standard   contract)  resource. 
• If   you   use  retainage  accounting,  retainage  columns   appear on  the   grid   (for   documents   posted   using  Accounts Receivable   5.4,   or  later).   Use  them  to   add   or   adjust   retainage for  each  detail,   as   follows:   
− To  increase   the   retainage,  enter  the   amount  of   retainage in   the   retainage  debit  field.  
− To  decrease   the   retainage,  enter  an  amount  in   the  retainage  credit   field. 
− Enter  the   retainage  due   date. 
If   you   are  adding  a  new   detail,   note   that   the   retainage document  detail  will inherit   the   Discountable   status   from  the   distribution  code  used  in   the   detail.   If   you   do  not  use  a distribution  code in   the   adjustment   detail,   the   retainage detail  will  be  discountable   by  default. If   you   posted   the   original  document  using  a  version  earlier  than   Accounts  Receivable   5.4,   see  step   6.  

5. If   you   use  optional   fields,   click  the   Optional   Fields   tab.  Accounts  Receivable   assigns  to   the   entry  any   adjustment  optional   fields   set  up  for  automatic  insertion.  You   can   add,  delete,  or   change  adjustment   optional   fields   for  the   entry,   as  necessary.  

6. If   you   are  adjusting  retainage,  click  the   Retainage  tab,   then   enter the   retainage  terms,   and   (if   you   use  multicurrency)  the   retainage exchange  rate.   If   you   are  adding  or   adjusting  retainage  for  a  document  created with  a  version  of   Accounts  Receivable   earlier   than   version  5.4, also: 
− Enter  the   amount  by  which  to   add   or  increase   retainage  in  the   Retainage  Debit  field.  
− Enter  the   amount  by  which  to   decrease   retainage  in   the  Retainage  Credit   field. 
If   the   selected   document  is   job ‐ related,  you   add   or   adjust  retainage  for  individual   projects  on  the   detail‐ entry  grid,  as  described  in   step   4.  

7. If   you   use  multicurrency  accounting   and   need  to   edit   the  exchange rate  information  for the  adjustment, click the   Rates tab.  

                                   

Ordinarily,  you  enter  adjustments  at  the  same exchange rate   as  was used for the  document  being  adjusted.  The  original rate  is  displayed  as   the  default rate  on the   Rates tab.  
If   you   post   an  adjustment   at   a  different   rate   from  the   exchange rate   used  for  the   invoice  or  other  document  you   are  adjusting,  a realized   gain   or  loss   transaction   is   created  for  the   general  ledger  exchange  gain   or   loss   account.  These  entries   determine  the   exchange  rate   at   which  the  adjustment   amount  is   converted  to   the   customer’s   currency. 

9. Click  Add   to   add   the   adjustment   to   the   batch,   or   click  Save  to  save   your  changes.  

8. Make  the   changes   you   need  in   the   Rate   Type  and   Exchange  Rate  fields.  

After using
• Print  the   Batch  Listing  report.  Make  corrections, if   needed,  and  then   reprint  the   listing   for  each   corrected  batch.  You   must  print  batch  listings  before   posting  if   you   selected   the  Force  Listing  Of  All  Batches  option   on  the   Options  form.   Once the   batches  are  correct,  file  the   reports. 
• Select   the   Ready   To  Post   option   for  each  batch  in   the   Adjustment Batch  List   form.   If   you   post   each  batch  individually   from  the  Adjustment  Batch  List   form,   you   can   set  the   Ready   To  Post  option   automatically  by  choosing  Yes  when  prompted.   
• Post   the   batches.   
• If   you   post   an  adjustment   that   affects   a  bank  account,   make  a similar  adjustment   to   the   bank  in   Bank  Services.   Accounts Receivable   does  not  send  adjustment   information   to   Bank Services.  

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