UB> Adjustments and Fees> Input

Payment Adjustment

 

Summary

 

The Adjustment Input Wizard is used to create adjustments on meter readings or transactions and can be used to adjust a payment made on a UB customer account. Payment adjustments are used to adjust a committed payment transaction on a UB customer account created in the Cash Receipts module or in the Import process (UB> Adjustments and Fees> Import). If you would like to adjust an uncommitted payment line item, delete the payment transaction in the open batch and regenerate the payment transaction.

 

Payment adjustments can be used to shift the payment made from one service to another. For example, if the customer paid $25 on their WATER service and $50 on their GAS service, you can create a payment adjustment to shift the $25 from the WATER service to the GAS service. You cannot add services to a payment adjustment that were not part of the original payment, so if you would like to shift the payment from one service to another, make sure both services are on the payment that is being adjusted.

 

Payment adjustments can also be used to move the payment made on one account sequence to another. For example, if a customer made a payment on UB account 000001-000 but would like the payment to go to their other UB account (000001-001), create a payment adjustment to remove the payment from UB account 000001-000. Then create a Payment adjustment on UB account 000001-001 and increase the amount of a payment transaction.

 

If you adjust a payment transaction created in the Cash Receipts module, the UB customer account balance will be updated, but the receipt amount in the Cash Receipts module will not be adjusted. For example, if a customer makes a payment of $100 on their UB account and you create an adjustment that reduces the payment to $75, the receipt will still display as $100 in the Cash Receipts module.

 

Related Links

 

Click here for information on adjusting a bill.

Click here for information on adjustment type maintenance.

 

Step by Step

 

1     Create or open an Adjustments and Fees batch. 

 

  • Adjustment transactions added to an existing batch will not overwrite the transactions already entered into the batch, but the batch will return to the Input step if a Proof List or GL Distribution report has been created.
  • Select the Adjustments and Fees palette in UB> Adjustments and Fees. This will expand the Adjustments and Fees palette and display the steps of the Adjustments and Fees process.
  • Select New from the Adjustments and Fees batch number drop-down menu. This will open the New Batch window.
  • Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year, and are used for reference only. The fiscal period the transactions in the batch are posted to is determined by the Journal Entry date entered when creating the GL Distribution report in UB> Adjustments and Fees> GL Distribution.
  • Enter a Batch Number, or click the Generate icon to create a batch using the next available batch number.
    • The batch number is used to identify a specific batch within a batch month and batch year. They are limited to five digits and must be unique with the batch month of the batch year.

 

2     Create a new adjustment transaction. 

 

  • Open the Input and Display window (UB> Adjustments and Fees> Input). The Input and Display window will display all of the transactions in the Adjustments and Fees batch.
    • Highlight an existing transaction and click the Delete icon to delete the transaction.
    • Highlight an existing batch and click the Modify icon to open the transaction.
    • Click the Create icon drop-down menu to create a new adjustment.
      • Select Adjustment from the drop-down menu. This will open the Adjustment Wizard.

 

3     Create an adjustment. 

 

  • The Adjustment Input Wizard is used to create adjustments on UB customer accounts.
  • Enter an account number or click the Account Number field label to select the customer account from a list.
    • This will populate the Reference Number, Customer Name and Service Address with the information attached to the selected customer account.
  • Select Payment in the Transaction Type drop-down menu.
    • The selection in the Transaction Type drop-down menu will determine which adjustment types will display in the Adjustment Type drop-down menu. When you select Payment, only cash type adjustment types will display in the Adjustment Type drop-down menu.
  • Select an adjustment type in the Adjustment Type drop-down menu. The selected adjustment type will be attached to the adjustment type transaction line created by the Adjustment Input Wizard.
    • Only cash type adjustment types will display in the drop-down menu when Payment is selected in the Transaction Type drop-down menu.
    • Adjustment types are set up as bill types using the Adjustment Type Maintenance window (UB> Maintenance> Adjustment Type> GL Type drop-down> Select Bill).
  • Modify the date in the Transaction Date field to change the transaction date of the adjustment. This field will populate with the current date.
  • Enter a description of the adjustment in the Description field if you would like to add a description to the adjustment transaction.
    • The description will display on the History tab of the Account Master Maintenance window (UB> Maintenance> Account> History tab> Description column).
  • The Customer Name and Service Address fields will populate after you select a customer account in the Account Number field.
  • Click the Next button after you have entered the information on the first step.

 

4     Select a payment line item to adjust. 

 

  • The second step of the Adjustment Input Wizard will display all of the committed payment line items on the customer account selected in the first step. Uncommitted payment line items cannot be adjusted.
    • If you would like to adjust an uncommitted payment, delete or modify the payment in the uncommitted batch. For example, if the payment you would like to modify is in an open Cash Receipts batch (CR> Cash Receipts), void or modify the receipt.
  • Select the payment line item you would like to adjust. You can select only one payment transaction to adjust.
  • Check the Reverse Transactions toggle if you would like to reverse the selected transaction. This will populate the next step with the adjustment amounts required to reverse the payment amount.
    • For example, if you check the Reverse Transactions toggle and select a line item of $100, the next step will reverse all of the line items on the payment to create a -$100 adjustment.
  • Click the Next button when the billing is selected.

 

5     Enter the adjustment. 

 

  • The payment line items associated with the payment selected in the last step will populate in the window. All of the service rates and fee codes paid on the payment line item will display. Enter an adjustment amount in the Adjustment Amount column to create the adjustment. Positive amounts will reduce the amount of the payment and negative amounts will increase the amount of the payment.
    • For example, if you would like move a payment of $15 from a fee code to a service rate, enter $15 on the fee code to reduce the payment amount and enter -$15 to increase the payment on the service rate.
    • When creating a positive amount adjustment, the AR account on the service rate or fee code will be debited and the Cash account will be credited (reduce the amount in the cash account).
    • If you enter 0 in the Adjustment Amount column, an adjustment will be created but it will have a zero amount. If you would like to reduce the payment down to zero, enter a negative amount to offset the payment.
    • The GL accounts used in the journal entry created by the adjustment transaction will be pulled from the service rates or fee codes being adjusted. For example, if you reduce the payment on the WT1 service rate, the GL accounts attached to service rate WT1 will be used to create the adjustment journal entry.
    • If you checked the Reverse Transaction toggle on the previous step, the Adjustment Amount column will populate with the adjustment amounts to reverse the payment.
  • Click the Finish button when complete to adjust the billing.

 

6     Commit the payment adjustment. 

 

  • Once the adjustment has been created, you can view the adjustment on the UB customer account using the Account Master Maintenance window (UB> Maintenance> Account> History tab).
    • The adjustment transaction will display in red as it is still uncommitted.
  • Print a Proof List.
    • Generate the Proof List (UB> Adjustments and Fees> Proof List).
      • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
        • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
        • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
        • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
        • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.
    • The Proof List will display the adjustment amount, the service being adjusted and the customer account information.
  • Print a GL Distribution report.
    • Enter the journal entry date and generate the GL Distribution Report (UB> Adjustments and Fees> GL Distribution).
    • The GL Distribution Report will display the journal entry created by the adjustment.
    • The GL accounts attached to the service rates or fee codes on the payment line items being adjusted will be used in the journal entry. The AR and cash accounts attached to the fee code or service rates will be used in the journal entry.
      • If the adjustment was a positive amount (reduce the payment), the adjustment will debit the AR account (increase the amount expected from the customer in the future) and credit the cash account (decrease the cash account balance).
      • If the adjustment was a negative amount (increase the payment), the adjustment will debit the cash account (increase the cash account balance) and credit the AR account (decrease the amount expected from the customer in the future).
  • Commit the adjustments.
    • Open the Commit window (UB> Adjustments and Fees> Commit).
    • The Commit window will display the journal entry date of the journal entry created by the process.