Option 3Adjustments Entry

Use this function to enter and edit adjustments to posted invoices.

The normal process of posting adjustments includes:

1. Entering the adjustments.
2. Printing the Adjustments Journal.
3. Posting the adjustments.

If the journal shows any errors, the errors must be corrected and the journal reprinted. If the journal has been printed and some of the data is modified, the journal must be reprinted before the data can be posted.

On the following pages, the three screens displayed by this function are shown.

The screen shown below presents information about Adjustments Control Groups.

When you enter adjustments, you will see only one of the two possible screens for Adjustments Control Groups. Which screen you see will depend on how you answered two questions on your Parameters file. These are the “Ask Operator ID?” question, and the “Use Transaction Control” question.

If you answered ‘Y’ to both questions, you will see the screen below, and you will be able to enter control and hash totals for your invoices. In addition, a record will be written to the Transaction Control file for each control group posted.

If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “Use Transaction Control?”, you will see the second screen, which displays only the Operator ID and the Control Number.

If you answered ‘N’ to both questions, you will see the second screen, but you will not be allowed to edit the Operator ID.

Adjustments Control Groups screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Data items for the preceding screen are described below:

Operator ID

Upper case, up to 3 characters Letters and numbers only Required Carries forward in ADD mode

The system displays the operator ID you entered at log-on. All transactions are separated by operator.

Control No

Positive number, up to 4 digits

A sequential number is supplied to identify this group of adjustments. This number is printed on the journal, tracked on the Transaction Control file, and posted to General Ledger for detail accounts. Although it is not necessary that this number be exactly sequential, the number itself is important as a part of your audit trail.

Operator Exclusive?

Y or N Default N Required

Indicate whether or not you want to restrict access to these adjustments.

Y

Yes, access should be restricted to the user who enters the adjustments.

N

No, access is not restricted. Any user can edit these adjustments.

Description

Alphanumeric, up to 30 characters Required

Describe this group of adjustments. This description appears on the Transaction Control report and inquiry.

Control Total

Number, up to 9 digits and 2 decimals

Supply the total of all adjustments. This total is balanced against the running total being kept by the system as each transaction is entered.

Customer Hash Total

Positive number, up to 2 digits

Supply the hash total of all customer number on the group of adjustments. Any discrepancy between the hash total entered and the calculated hash total may represent transposition errors on one or more customer numbers.

Print Journal?

Y or N Default Y Required

‘Y’ is displayed to indicate that these adjustments are ready for printing. Enter ‘N’ if you want to delay the printing of the journal for any reason.

Journal OK?

Y or N Display only Default N

This indicates whether or not the journal has been printed without errors. If ‘N’, the control group may contain errors and cannot be posted.

Post Now?

Y or N Default Y Required

‘Y’ is displayed to indicate that these adjustments are ready for posting. Enter ‘N’ if you want to delay posting for any reason.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• EThis Control Group Has Already Been Used For Adjustments Posting
• EThis Operator’s Data May Not Be Edited - Posting Was Started
• EYou May Not Change Data Entered By the Original Operator

Press ENTER to continue to the next screen.

Select Next Record to go to the next Adjustments Control Groups record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Adjustments Control Groups file.

This screen may optionally be used to display information about Adjustments Control Groups.

Adjustments Operator ID screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Data items for the preceding screen are described below:

Operator ID

Upper case, up to 3 characters Required Carries forward in ADD mode

Only number and letters are acceptable.

The system displays the operator ID you entered at log-on. All transactions are separated by operator.

Control No

Positive number, up to 4 digits

A sequential number is supplied to identify this group of adjustments. This number is printed on the journal, tracked on the Transaction Control file, and posted to General Ledger for detail accounts. Although it is not necessary that this number be exactly sequential, the number itself is important as a part of your audit trail.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• EThis Operator’s Data May Not Be Edited - Posting Was Started

Press ENTER to continue to the next screen.

Select Next Record to go to the next Adjustments Control Groups record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Adjustments Control Groups file.

The screen shown below presents information about Adjustments.

This file contains adjustments to posted invoices. The General Ledger distribution, if appropriate, is always to the receivable account in the amount of the adjustment, with an offsetting distribution to the account entered. If you want to reduce the amount of an invoice, you must enter a negative amount.

Adjustments screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Note that the Audit Info option is available at the bottom of this screen. When this option is invoked, the Audit Information overlay appears and displays the date the record was created and who created it, as well as the date the record was last modified and who modified it. Press the END key or the RETURN key to clear the overlay from your screen. The information displayed in the Audit Information overlay is system-supplied and non-modifiable.

Data items for the preceding screen are described below:

Transaction Number

Positive number, up to 4 digits Display only

A sequential transaction number is supplied for each detail record. This number is printed on the journal, and posted to General Ledger for detail accounts. Although it is not necessary that this number be exactly sequential, the number itself is important as a part of your audit trail. It is printed on many reports and inquiries throughout Accounts Receivable.

Customer

Upper case, up to 8 characters Numbers only

You can use PF2 to search for an appropriate entry.

Identify the customer whose invoice is to be adjusted. This number must be on file in the Customers file. The system displays the customer’s name so that you can verify your entry.

Apply To

Upper case, up to 8 characters Required

Identify the invoice that you are adjusting with this entry.

Adjust Date

Date (YMD) Required Carries forward in ADD mode

Supply the adjustment date, By default, the system displays today’s date. You may override the display.

Post Month

Upper case, up to 2 characters Letters and numbers only Valid: 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, EY Required Carries forward in ADD mode

Identify the month to which this transaction is to be posted. The current calendar month is supplied from the Accounts Receivable Parameters file; if you want to post to a future or prior month, you can change it. If your system is based on 12 accounting periods, enter a calendar month; if you are using 13-period accounting, enter a fiscal period. Valid entries and their meanings are:

1-13: Calendar period

EY

End-of-year

Post Year

Positive number, up to 2 digits Carries forward in ADD mode

Identify the year to which this transaction is to be posted. The current calendar year is supplied from the Accounts Receivable Parameters file; if you want to post to a prior or future year, you can change it. If you are using 12-month accounting, this will be the calendar; if you are using 13-period accounting, this will be the fiscal year.

NOTE

A value of zero in the Post Year will cause the transaction to be posted to the year 2000.

Amount

Number, up to 7 digits and 2 decimals

Supply the amount of the adjustment. This entry may be a positive or a negative amount. A positive adjustment is added to the invoice balance; a negative adjustment is subtracted from the invoice balance.

Remark

Alphanumeric, up to 30 characters

Describe this adjustment. This description is printed on various reports throughout Accounts Receivable and can be useful as a part of your audit trail.

Receivable Account

Upper case, up to 12 characters

You can use PF2 to search for an appropriate entry.

Identify the receivable account to which this adjustment will be posted. By default, the system displays the receivable account for the customer from the Customers file. You may change this account.

If General Ledger is part of your system, this account number must be on file in the Chart of Accounts file, and the system displays the account description from that file so that you can verify your entry.

Offset Account

Upper case, up to 12 characters

You can use PF2 to search for an appropriate entry.

Supply the offset account to which this adjustment will be posted. If General Ledger is part of your system, this account number must be on file in the Chart of Accounts file, and the system displays the account description from that file so that you can verify your entry.

For example, if you posted an invoice incorrectly because you failed to note a deposit of $100.00 on that invoice, you would need an adjustment to reduce the receivable and also reduce the “amount deposited” in you Deposits account. In this instance, you would enter an adjustment for -$100.00, identifying the appropriate receivable account, and entering the Deposits account in this field. This entry, when posted, will credit the receivable account and debit the Deposits account.

Sub Type

Upper case, up to 2 characters Letters only

The system displays the subsidiary type for the offsetting account, as defined in General Ledger. This reflects the subsidiary to which this adjustment will be posted.

If General Ledger is not part of your system, you may enter any value in this field. The transactions that are posted to various subsidiary types and codes can be printed on the subsidiary Codes GL Distributions report on the Monthly Processing menu.

Sub Code

Upper case, up to 16 characters

If this adjustment will be passed to a subsidiary costing system, enter the subsidiary code to which the adjustment applies. If the subsidiary involved is General Subsidiary, the subsidiary type must be ‘GL’. You cannot enter a subsidiary code if the subsidiary type is blank. Conversely, if the subsidiary type is not blank, you must enter a subsidiary code.

The transactions that are posted with the various subsidiary types and codes can be viewed on the subsidiary Code GL Distributions report on the Monthly Processing menu.

Write Off?

Y or N Default N Required

Enter ‘Y’ if you want to cause the Write Off Service Charges function to remove any existing service charges on this invoice.

The automatic Service Charge Write Off function is only available if you are generating service charges by invoice. Otherwise, you must selectively write off service charges using this Adjustments Entry function. Control over the Service Charges feature is determined by your responses to two questions on the Accounts Receivable Parameters file. A response of ‘N’ to the question “Summary Service Charges?” will produce a service charge invoice for each customer invoice. A response of ‘Y’ to that question will produce a single service charge invoice for each customer. In addition, a response of ‘Y’ to the question “ Use Average Daily Balance?” will not only produce a summary service charge, but the basis of that service charge will be the customer’s average daily balance.

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• ECannot Have Sub Code With Blank Sub Type
• ECannot Have Sub Type With Blank Sub Code
• ECannot Post to a Heading Account
• ECannot Post to a Summary Account
• ECannot Post to the 13th Month in a 12 Month Fiscal Year
• EInvalid Application Type
• EOffset Account Not on File
• EReceivable Account Not on File
• ESubsidiary Code Not on Subsidiary Codes By Account File
• ESubsidiary Codes by Account File Does Not Exist
• WAdjustment Amount Has Not been Entered
• WCustomer/Apply To Not on Unpaid Invoices File
• WPost Month Is Previous to Parameters Calendar Month
• WPost Year of Zero Will Be Treated as the Year 2000

Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.

Select Previous Image to go back to the Adjustments Control Groups screen. Select Next Record to go to the next Adjustments record. Select End to go to the next Adjustments Control Groups record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Adjustments file.