AR> Adjustments

Commit an Adjustments Batch

 

Summary

 

Once you have entered one or more transaction adjustments you will need to commit the batch. Follow these steps to complete the adjustments batch process.

 

Related Links

 

Click here for information on Entering an Adjustment in AR.

 

Step by Step

 

1     Confirm that adjustments have been entered. 

 

  • Open the Edit Adjustments window (AR> Adjustments> Enter) to confirm that at least one adjustment has been entered in the batch.
  • Highlight an adjustment and click EDIT to change the adjustment details.
  • Click CREATE ADJUSTMENT to create a new adjustment. Click here for information on entering new adjustments.
  • Highlight an adjustment and click DELETE to delete the selected adjustment.

 

2     Print an adjustments proof list. 

 

  • Open the Proof List window (AR> Adjustments> Proof List).
  • Select the report type you would like to print.
    • The Summary report displays the Batch Number, Invoice Number, Transaction Date, Customer Name, Account Number, Description, and Amount. The total amount for all batch adjustments will also be displayed.
    • The Detail report includes the information displayed in the Summary report and also displays the Fee Code, Debit Account, Credit Account, and debit or credit amount.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

3     Print the GL Distribution report. 

 

  • Open the GL Distribution window (AR> Adjustments> GL Distribution).
  • Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the adjustments are recorded.
    • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
  • The Report Type field is used to select the amount of detail that will be displayed on the report.
    • The Summary report will display the Batch Number, JE Date, Fund, Account Number, Description, Debit Amount, Credit Amount for each transaction in the batch. The report will also provide Fund and Report totals.
    • The Detail report will display everything included in the Summary report as well as line item details.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

4     Print the PM Distribution report. 

 

  • Open the PM Distribution window (AR> Adjustments> PM Distribution).
    • This step will only be enabled if the PM Interface toggle is checked on the AR Setup screen.
  • The Report Type field is used to select the amount of detail that will be displayed on the report.
    • The Summary report will display the Batch Number, JE Date, Task Label, Fund, Account, Description, Debit Amount, Credit Amount, and totals for both Fund and Report.
    • The Detail report will display everything included in the Summary report as well as line item details.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

5     Print the adjustment statements. 

 

  • Open the Statements window (AR> Adjustments> Statements).
  • Select the Adjustment Types you would like to include in the statements batch. By default, all types will be checked.
  • Use the Print Adjustment field to adjust where the first line of the statements will print. If you adjust the alignment of the statements you may want to print a test statement before printing a large batch.
    • Zero is the system default. Adjusting the value up will move the first line of the statement up on the printed page and adjusting the value down will move the first line down.
  • Select how you want the logo to display in the Logo Options field.
    • Select All Pages to display the logo on all pages of the statements.
    • Select First Page Only if you would like to display the logo on the first page of a statement only. If the statement is more than one page, the logo will not display on the second page and the space where the logo normally prints will be blank, shifting all fields on the second page up.
    • Select Don’t Print and Leave Room if you would like to leave the space that the logo normally prints in on the top of every page, but leave the logo off the statements. If the statement is more than one page, the spacing on the second page will be the same as the first. Choose this option if you are using pre-printed statement stock with a logo at the top of every page.
    • Select Don't Print and Don't Leave Room if you would like to print the statements without logos or blank spaces.
  • If more than one statement is being printed, select how the statements are sorted in the Sort By field. The statements can be sorted by invoice number, account number, or customer number.
  • Check the Print Perforation Line toggle to print a perforation line at the top of the returnable section of the statement.
  • Check the Print Previous and Total Account Balance toggle to include the previous and total account balances on the statement. The previous balance will print above the fee and adjustment totals.
  • Click the Address 1 field search button in the Remit Address section to attach a remit address to the statement. Remit addresses are created and maintained in the Remit Address Maintenance window (AR> Maintenance> Remit Address). Click here for information on Remit Address maintenance.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

6     Commit the adjustments batch. 

 

  • Open the Commit Adjustments window (AR> Adjustments> Commit).
  • The Batch, Journal Entry Date, Fiscal Period and Fiscal Year fields will all populate with the information determined earlier in the batch process.
  • Click the Commit button to commit the batch. The information from the batch is now permanently posted to the General Ledger and the customer accounts.