Edit Credit Adjustment

You can edit the details of a credit adjustment if it is in Pending status, including all fields and whether or not to apply the adjustment automatically to selected invoices. If the credit adjustment has been posted, you can edit the Manually Apply to Invoice checkbox and adjust the Adjustment Application fields.

Complete the following steps to edit details about a credit adjustment:

1. Select Customer Billing from the Gotransverse application menu .

   You may see a Customers and an Accounts tab or just the Accounts window, depending on the value for the Allow Multi-Customer Accounts Billing system setting. The Allow Multi-Customer Accounts system setting must be set to True to see both tabs. If this system setting is set to False, you will only see the Accounts window while in the Customers module. Refer to System Settings for more information about configuring system settings.

2. Select a customer from the list or search for a customer from the Search field to open the Customer Summary window.

   To quickly access a customer or billing account, click the icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name. If you do not see the Accounts tab, you can still search for a billing account from the Customers window by entering part of the number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

   

   Customers Window

   Click the icon in the left pane to hide it. Click the icon to open it.

   You can manage which columns display in any table with a Configure or Columns button by clicking the button and selecting desired columns. In addition. If the table includes a Filter button, you can filter the table contents. If the table includes an Export button, you can export visible table contents (up to 50) to a CSV (comma-separated values) file. Refer to Data Tables for more information about using these features.

3. On the Customer Summary window, select an account under the Accounts detail tab to open the Account Details window.

   

   Customer Summary Window

4. On the Account Details window, click the Adjustments tab, and complete one of the following steps:

   1. For the adjustment you want to edit, click the the icon to open the Update Credit Adjustment window.

      

      Adjustment Details Window - Edit Icon

      NOTE: If you use the Avalara Communications Tax processor, the Recurring Services and One-Time Services tables will include a Tax Mode column showing how the service was configured for tax: Tax Exclusive, Tax Inclusive, or No Tax.

   2. OR, select the credit adjustment from the list to open the Credit Adjustment Detail window. Click the icon to open the Update Credit Adjustment window.

      

      Credit Adjustment Details Window - Edit Icon

5. On the Update Credit Adjustment window, edit the required and relevant fields.

   If no invoices are eligible for the adjustment, the Adjustment Application section will be blank. You can apply the credit adjustment later when invoices are ready. Refer to Apply Credit Adjustment.

   

   Update Credit Adjustment Window

   Required fields are marked with an asterisk.

   • Adjustment Information:

     • Reason*: Select the reason for creating a credit adjustment.

     • Amount*: Enter the amount of the credit adjustment.

     • Effective Date*: Enter the date when the credit adjustment should begin.

     • Expiration Date: Enter the date when the credit adjustment should expire. Expiration Date must be greater than the Effective Date.

     • Write-off Expired Adjustment checkbox: Select the checkbox to write-off the credit adjustment after it expires. The checkbox is enabled once you enter the Expiration Date.

     • Description: Enter the additional information about the credit adjustment.

     • Manually Apply to Invoice checkbox: Select the checkbox to indicate that the credit adjustment should be manually allocated to an open invoice.

       • If there are open invoices on the billing account, selecting the checkbox displays the list of invoices. You can select to allocate an adjustment amount to the desired invoices immediately. In the Adjustment Amount field, you can modify the amount that you want to apply to each invoice.

       • If you select this checkbox, but do not want to allocate the adjustment to an invoice now, you can apply it later (refer to Apply Credit Adjustment) after you post the adjustment (refer to Post Credit Adjustment).

       • Clear the checkbox to automatically apply the adjustment to the oldest open invoice on the billing account after the adjustment is posted.

         • If the adjustment amount is larger than the oldest invoice, it allocates to the next open invoices starting from the oldest to the newest.

         • If the amount of the credit adjustment is larger than all open invoices on the billing account, the remaining credit adjustment amount displays as Unapplied Amount on the Credit Adjustment window (refer to View Credit Adjustment Information). After new invoices are generated, this remaining amount allocates to them automatically.

   • Adjustment Application:

     • Invoice: Select the checkbox next to the invoice to which you want to apply the credit adjustment.

     • Adjustment Amount: Enter the amount of the credit adjustment that you want to apply to each invoice. The Adjustment Amount field auto-populates depending on the amount of the credit adjustment and number of invoices. You can modify these values as needed:

       • If the amount of the credit adjustment is greater than total open invoice amount, invoice amounts auto-populate in the Adjustment Amount fields. The remaining credit adjustment amount displays as the Unallocated Adjustment Total value.

       • If the amount of the credit adjustment is less than the total invoice amount, the total amount of the credit adjustment auto-populates next to the oldest open invoice in the Adjustment Amount field.

6. Click Update Adjustment to save the changes.

   After you create a credit adjustment, a pop-up message will display with a link to post it. Click the Post active link to post the credit adjustment.

   

   Post Adjustment Pop-up Window

 

 

 

Topic updated: 07/2024.