Adjustment Entry is where you enter Debit or Credit Adjustments to Customer Account Balances. You need to apply these Adjustments to the counter item (Debit or Credit) on the customer’s account.

If a batch has already been posted, you will need to create a new number.

The Reference Number is used to explain to the customer what the adjustment is for. You may use any alpha or numeric character. The Reference will be printed on the statement next to the adjustment.

You must use a decimal (.) to separate dollars from cents when entering the Adjustment Amount. If the dollar amount is a whole number, it is not necessary to put in zero cents (.00); the system will default to this for you. (Do not use a minus (-) sign.)

The Adjustment will be a Debit or a Credit. If the adjustment is a Debit adjustment, enter a <D> and press

<ENTER>. If the adjustment is a Credit adjustment, enter a <C> and press <ENTER>.

The Comment is not printed on the statement, but is used as a reference.

The date created will default to the system date. You may change the date created.

The date posted, accounting period, and journal entry will automatically be entered after posting.

The Location will default to the customer’s location.

The available amount to apply will change as you apply the money to the appropriate account(s). When the amount is zero, you are finished applying.

You may have multiple General Ledger Bank account numbers listed for one adjustment.

You must use a decimal (.) to separate dollars from cents when entering the Adjustment Amount. If the dollar amount is a whole number, it is not necessary to put in zero cents (.00); the system will default to this for you.

If the adjustment is deleted, all items applied in this session will automatically be applied. 

Once an Adjustment is entered you should apply the adjustment amount to the correct entries. At "Enter Selection" type an <A> and press <ENTER>.  You will now be at the "Cash Apply" program.

For those Customers on Balance Forward Accounting, you may not apply items if Statements have been printed but the Balance Forward Roll has not been run.

The amount of the adjustment to be applied will be highlighted on the appropriate (Credit or Debit) side of the screen.

Please refer to "Cash Apply of Posted AR" (6.9) in this section of the manual for complete instructions of this section.

You may make corrections to the accounts that you listed for the adjustments by adjusting the General Ledger Accounts. At "Enter Selection" type a <G> and press <ENTER>. Enter the General Ledger account number and press <ENTER>.

You may display Aged Receivables. At "Enter Selection" type an <R> and press <ENTER>. The Aged Receivable for this customer will be displayed.

The Show Applied Items feature will display the Invoice/Adjustment applied to the payment, the date entered, location, Accounting Period, total amount, amount applied, date applied, and reference number. Type <SA> and press <ENTER> to show the applied information. Use the <PAGE UP> and <PAGE DOWN> keys to page through the items. Use the Up and Down Arrows to scroll through the items. To print the applied information displayed, enter a <P> and press <ENTER>. The information will be printed at the System Printer.

The Cash Apply History will be viewable from within the <SA> Show Applied option, via a <T>oggle option. If an item is unapplied, it will be displayed as a negative amount. The user may <P>rint a copy of the history, and may also view one of the individual transactions by selecting the item number.

If the adjustment is for another Accounting Period, you can change the Accounting Period to put the transaction in to the proper period for accurate financial reporting and aging. At "Enter Selection" type a <P>, and press <ENTER>. Enter in the new Accounting Period, and press <ENTER>.

The system uses the Date Created for Aging the Adjustment, if the "Aging Type" is Date in "Statement Terms & Comments" (6.11.6 field 6). You may change the date created. At "Enter Selection" type a <C>, and press

<ENTER>. Enter in the new date, and press <ENTER>.

In the Entry Options section at the bottom right the following information will be displayed:  Date Created, Time Created and Time Posted, WHO created and WHO posted the item. 

There is a <H>istory option to view the A/R Balance History. Amounts have been rounded to the nearest dollar. The user can enter <T> to toggle to a full screen compressed display. A <P>rint option is available from either display. The system will remember which mode (compressed detail or uncompressed summary) that was last used for each port.

Details on the Adjustment may be displayed in the “General Ledger Report” in GENERAL LEDGER (8.3.1) as a line item. This feature is turned on in “AR Setup” in SYSTEM MANAGEMENT (10.2.2.1 field 17).

There is an option <IR> for Internal Reference. Internal Reference information can be entered on an unposted or posted Adjustment. The <S>ave option is available for Posted Adjustments, but the only item changeable is the Internal Reference. There are currently no applications within Perfection Software which will make use of this field except for ODBC or viewing from TCL.

NOTE: This is only for reference.