Enter an Adjustment or Write-off

Use the AR Adjustments Entry (RB) program to enter and apply AR adjustments, transfer an invoice balance to another AR account, refund a credit balance, and print the AR Adjustment Register. See Background and Road Map for more information.

In-process batches are listed:

Field Name	Displays
Batch	The number or code assigned to this batch
Status	The status of the batch
User	The user that created the batch
Date/Time	The date and time the batch was created
Adjust total	The amount specified when the batch was created
Adjust entered	The sum of the adjustments entered in the batch

Choose the appropriate options:

To	Do This
Create a new batch	Click Add.
Delete a batch	Highlight the batch and click Delete. See Delete.
Review or change transactions in a batch	Highlight the batch and click Select or double click the line.
Print the batch listing	Click Print. See Print.
Set the Default to invoice lookup? option	Click Prog opts. See Set AR Adjustments Entry Options.
Exit the program	Click Exit.

Enter or change data in the following fields:

Field Name	Type / Max Length	Action / Description
Batch	Required 12 alphanumeric	Enter NEW or # if you want the program to assign a batch number, which you use to track this group of adjustments. Use the Batch Number Setup (XBC) program to set up a batch numbering scheme. OR Enter a unique identifier (12 alphanumeric characters maximum) for the batch. You can do this only if the Allow manual assignment? option in Batch Number Setup is selected. This field cannot be changed once a batch is created.
Date created	Required 10 date	Accept the displayed login date, select a different date for this batch, or enter a date shortcut. This is date adjustments will be posted when the register is updated.
Adjust total	Optional 14 numeric in the format 999999999999.99	Enter a total for this batch.
Total entered	Display only	A running total of the adjustments entered for this batch.
Created by	Display only	The user that created the batch

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to abandon the changes.
Delete this batch	Click Delete. See Delete.
Enter another adjustment for this batch	Click Adjustments.
Print the AR Adjustment Register for this batch	Click Register. See Print the AR Adjustment Register.
Return to the list of batches	Click OK. See step 1.
Exit the program	Click Exit.

The batch number is displayed and the program prompts Customer number.

Enter the customer number or click the Lookup icon and use the standard lookup options to select the customer from a list.

If you selected the Default to invoice lookup? Program option and this is a new adjustment for the customer, a list of invoices is displayed when the customer number is entered.
The customer's name and currency is displayed followed by a list of adjustments previously entered in this batch for this customer:

Field Name	Displays
Invoice no	The invoice number against which the adjustment was made
Type	The type of adjustment
Seq	The system-assigned transaction sequence number
Adjust amount	The amount of the adjustment
Adjust code	The code that describes the reason for the adjustment
GL org	The organization code
GL acct no	The GL account number
Reference	The reference or notation entered with the adjustment

Choose the appropriate options:

To	Do This
Add an adjustment	Click Add.
Delete an adjustment	Highlight a line and click Delete. See Delete.
Copy an adjustment	Highlight a line and click Copy. See Copy.
Display an adjustment	Highlight a line and click Select or double click the line.
Print the adjustment listing	Click Print. See Print.
Display invoices for this customer	Click Lookup. See Select Invoices for Payment or Adjustment.
Specify a different customer	Click OK. The program prompts Customer number. Enter another customer or clear the field and click OK.
Exit adjustments and return to the batch header	Click Exit. See step 3.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Batch	Display	The current batch
Customer number	Display	The customer you specified
Invoice number	Required	Enter the invoice number to which you want to make an adjustment or click the Lookup icon and use the standard lookup options to select the invoice from a list.
Trans type	Required	Select the type of adjustment transaction you want to make: CA Credit Adjustment DA Debit Adjustment WO Write-off
Sequence number	Required 5 numeric	Accept or change the displayed sequence number. You cannot change the sequence number after the adjustment is created.
Adjust amount	Required 14 numeric in the format 999999999999.99	Enter the amount of this adjustment or write off. For a write off, the amount you can enter may be limited by the Write-off limit for AR adjustments option in System Options Maintenance (XM) Accounts Receivable Options.
Adjust code	Optional 10 alphanumeric	Select an AR adjustment code that explains the adjustment.
Reference	Optional 25 alphanumeric	Enter a reference for this transaction.
GL org code	Optional 2 alphanumeric	Select the code of the organization for this transaction or leave blank to use the posting criteria set up in Posting Criteria Maintenance (XPC).
GL account no	Optional 10 alphanumeric	Enter the cash account number for this transaction, leave blank to use the posting criteria set up in the Posting Criteria Maintenance (XPC) program, or click the Lookup icon and use the standard lookup options to select the account from a list.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to accept the change or click Cancel to reject the change.
Change the Sequence number field	Click Change no. This button is available only for newly-entered adjustments.
Delete the adjustment	Click Delete. See Delete.
Return to the list of adjustments for this customer	Click OK. If this is a newly-entered adjustment, the program prompts for Invoice number and Trans type. Enter another invoice or leave these fields blank and click OK. See step 4.
Exit adjustments and return to the batch header	Click Exit. See step 3.