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Accounts - Account Adjustment - Basic

There are two versions of this window depending on whether an account adjustment or a payment is being done. The Allocations tab is displayed for payments and for some account adjustments (those flagged as needing to be allocated).

Account Adjustment

This window is what will be seen when doing an account adjustment.

Figure: Example Account Adjustment Screen

Location

The location for which the adjustment was made. If you don't know the location code, press the image button to perform a search. The location for which the adjustment was made.

Adjustment Date

The date the adjustment took place.

Adjustment Reason

Select the reason for the adjustment. These codes are defined using the Account Adjustment Codes function. If this is an adjustment that needs to be allocated to, the Allocated tab will be displayed and the transaction will need to be fully allocated before it can be saved.

Adjustment Amount

The value of the adjustment.

Unallocated Amount

The value of the adjustment that has not been allocated yet.

Tax Amount

The amount of tax on this transaction. If this is an adjustment that is allocated against other transactions, the tax will be calculated from those other transactions.

Tax Document Date

The date of the tax document associated with this transaction.

Due Date

The date the transactions will be due for payment. If this account if for member loyalty points, the due date will be the date the points will expire. The system will use the Expiring Point rules to calculate this date.

Comment

A comment about why the adjustment needs to be entered. This must be entered.

Account Payment

This window is what will be seen when making an account payment.

Figure: Example Account Adjustment Screen

Location

The location for which the adjustment was made. If you don't know the location code, press the image button to perform a search.

Payment Date

The date the payment was made.

Payment Set

Use this option to determine how the amount of the transaction should be calculated.

I will set the amount

Use this if you are going to enter the amount. You would use this if you are recording a payment sent to you by a customer or supplier.

Work out the value as I enter allocation amount

Use this if you want the system to calculate the amount for you as you make allocations on the Allocations tab. This is useful if you are paying a supplier. You can enter the allocation amounts for each invoice you want to pay and the system will keep track of how much you are paying them.

Adjustment Amount

The amount of the payment.

Unallocated Amount

The value of the payment that has not been allocated yet.

Payment Method

The method of payment. This is simply a list of the tenders in the system. See Tenders for details on how to set up these codes.

Reference

A reference number for this transaction.

Adjustment Other Reference

A second reference that can be entered for this payment.

Comment

A comment about why the adjustment needs to be entered. This must be entered.

Unallocated Balance

When you enter a payment you need to allocate it against existing transactions. The payment should be able to be fully allocated. However, sometimes this may not be possible. This section provides options for unallocated balances from a payment.

Fully Allocated

This is the default option for new payments. The payment must be fully allocated.

Allocated Later

You can now save the payment. Later on you can simply double-click on the payment transaction on the main accounts screen to bring up this window to fully allocate the payment to new transactions.

Create Adjustment

You would use this option if you had been overpaid and you wanted to allocate the outstanding amount to account adjustment, for example Over Payment. You could select the adjustment code and the outstanding balance on the payment will be automatically placed on this adjustment, therefore making the payment fully allocated. If you select this option you must then select an adjustment reason. You can optionally enter a comment about why you have selected this adjustment reason.

Adjustment Comment

If you select an adjustment code to use the unallocated portion of a payment, you can enter a comment about the adjustment.

 

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