Pathway: Customer > Search > Accounts
The View Details / Adjust Invoice tool provides a way to review all charges on an invoice and reduce the amount owed or credit an invoice entirely.
Adjustments can only reduce the invoice amount for a customer.
Permissions
Role Setup
Adjust an Invoice
- Right-click within the row of the invoice you would like to view the details on, or adjust.
- Select the 'View Details / Adjust Invoice' option. The Invoice Adjustment popup window will display.
- Select a Reason Code for the adjustment.
- Select the posting Period of the adjustment.
- Enter a Note regarding the change. If the adjustment requires higher level approval, additional notes that may assist in the approval process. **Notes may be seen by the customer.
- If the entire amount on the invoice should be credited, select the Credit Entire Invoice check box displayed below the Reason Code.
- Click within the Adjustment Amount column of the row the adjustment applies. Enter a negative value in the field.
- Example: If you are reducing the amount by $100 enter it as -100. Click away when finished.
- Select Post.
Require Two Approvals (Optional Setup)
An optional setting at the Division level allows for requiring two approvals for invoice adjustments exceeding a specified amount. If a second approval is necessary, a message alerts the user upon selecting Post. Secondary approvals are processed in the Adjustment History and Pending Approval screen.
Enable Two Approval Requirement - Division Setup
Adjustment History and Pending Approval
Pathway: Accounting > Invoice Adjustment - Pending Approval and History
Review this screen on a regular basis to accept or deny customer invoice adjustments. Details regarding the adjusted invoice, including any notes, can be reviewed by double-clicking within the row of the account displayed. The requested amount to reduce the invoice by displays in red under the Amount column. See the "Related Articles" section below for additional information and requirements.
- Select the green check mark to approve the adjustment.
- Select the red 'X' to deny the adjusted amount. Enter a rejection note in the Rejection popup window that displays.