Add A/R Adjustment Screen

Credit Memo/ Debit Memo

Use the radio buttons to decide whether you want to create a credit or debit memo (a credit memo subtracts the gross amount and sales tax from the balance while a debit memo adds the gross amount and sales tax).

Invoice Number/ General Account

Use the radio buttons to decide whether you want to apply this credit/debit memo to an invoice or general account.

• If you want to apply it to an invoice, click the Radio button beside the Invoice Number field

• If you want to apply it to a general account, click the Radio button beside the General Account field

Fields enable/disable depending on the option you choose:

• If you select invoice, you can enter the invoice number or click the button to open the Invoice Number Look Up window

• if you select general account, you can enter the general account number or click the to open the General Account Look Up window

Click here for more information on the Invoice Number Look Up window.

Click here for more information on the General Account Look Up window.

Date of Invoice

The date of the original invoice. This defaults once an invoice number is selected and may not be edited.

Company Name

The company name on the invoice. This defaults once an invoice number is selected and may not be edited.

Company Number

The number of the company associated with the selected invoice number. This defaults once an invoice number is selected and may not be edited.

Adjustment Type

Use to select the type of adjustment for tracking purposes. You may choose between the following:

2. Balance Transfer - for moving monies from one invoice or general account to another

3. Credit Memo - for designating a certain amount to be credited

4. Debit Memo - for designating a certain amount to be debited

5. Finance Charge - to record the assessment/reversal of a finance charge

6. Write Off - for entering adjustments when the A/R balance is not collectable

NOTE: This field is designed to help you keep track of the A/R Adjustment. It does not cause the system to calculate the adjustment any differently. For example, if you select the radio button for Credit Memo, the system will subtract the gross amount and sales tax no matter what you select in the Adjustment Type field (even if you select Debit Memo as the adjustment type).

Adjustment Date

Use to select a date to apply the adjustment. This defaults to the batch adjustment date, but can be changed.

For more information on using StaffSuite's calendar control, click here.

Description

Free-form field allowing you to associated a description with this A/R Adjustment. For example, you can enter the reason you are making this credit/debit adjustment.

Adjustment Calculations

These fields allow you to enter the amount of credit/debit you want to apply. The following fields make up this section of the window:

• Invoice Balance: This is the current balance of the invoice. This field defaults once you enter an invoice number and may not be edited.

• Gross Amount: This is the amount you want to credit/debit. If you are doing a credit memo, this amount will be deducted from the invoice's current balance. If you are doing a debit memo, this amount will be added to the invoice's current balance. NOTE: Do not enter a negative number in this field if you are doing a credit. The system will automatically deduct the amount from the balance.

• Discount: This is the discount amount associated with this credit/debit. For example, if you did not charge enough on an invoice and are increasing the balance, you might need to increase the discount at the same time. If you are doing a credit memo, this amount will be added to the invoice's current balance. If you are doing a debit memo, this amount will be subtracted from the invoice's current balance. NOTE: Do not enter a negative number in this field if you are doing a debit. The system will automatically deduct the amount from the balance.

• Sales Tax: This is the sales tax associated with this credit/debit. If you are doing a credit memo, this amount will be subtracted from the invoice's current balance. If you are doing a debit memo, this amount will be added to the invoice's current balance. NOTE: Do not enter a negative number in this field if you are doing a credit. The system will automatically deduct the amount from the balance.

• Net Adjustment: This displays the total adjustment amount based on the figures you entered in the Gross Amount, Discount, and Sales Tax fields. This is a system calculated field and may not be edited.

• New Invoice Balance: This displays the new invoice balance based on the changes entered. This is a system calculated field and may not be edited.

Example 1: If you have an original invoice balance of $500 and you enter a credit memo with a gross amount of 100.00, a sales tax amount of 5.00 and a discount amount of 25.00, the new invoice balance will calculate to $420.00 (500.00-100.00-5.00+25.00=420.00).

Example 2: If you have an original invoice balance of $500 and you enter a debit memo with a gross amount of 100.00, a sales tax amount of 5.00, and a discount amount of 25.00, the new invoice balance will calculate to $580.00 (500.00+100.00+5.00-25.00=580.00).

Entered By

Date/Time

Displays the Staffing Service Rep name who entered this A/R Adjustment. It also shows the time and date that the adjustment was entered.

Delete

This button is inactive during the Add process. However, if you come back and edit the transaction, you can use this button to delete the transaction.

First Button: Moves you to the first A/R Adjustment record in the batch.

Previous Button: Moves you to the previous A/R Adjustment record in the batch.

Next Button: Moves you to the next A/R Adjustment record in the batch.

Last Button: Moves you to the last A/R Adjustment record in the batch.

Create New Button: Saves (or creates) the current record and displays a blank A/R Adjustment window for entry of a new transaction.

Batch Status

Displays the current batch status.

Possible Batch Statuses are:

• Available for Entry - Indicates that data can be added to the batch and is the default

• In Use - Indicates that someone else is using the batch

• Selected for Proofing - Indicates that someone has selected this batch to be proofed

• Proofed - Indicates that the batch has been proofed, but not posted

• Selected for Posting - Indicates that someone has selected this batch to be posted

• Posted - Indicates that the batch has been proofed and posted

Modified Date/Time

Displays the last date and time that the A/R Adjustment transaction was modified.

Corporation

Displays the corporation associated with this A/R Adjustment batch.

Posting Status

Displays the current posting status of the batch.

• A/R Adjustment Look-Up/Edit

• Delete A/R Adjustment