A/R Adjustment Entry Screen

Click this button to post the adjustment batch that is currently displayed.

Note: This button allows you to post one adjustment batch at a time. For information about posting multiple batches, see Posting a Range of Batches.

The adjustment date identifies the default fiscal year and period to display for the transaction and is used to determine the aging period into which the adjustment is placed on statements and reports.

You can print posting journals by adjustment date.

This date is shown as the Document Date on other reports that include adjustment transactions.

This is an internal number that is assigned sequentially by Accounts Receivable to identify the sequence in which all adjustment transactions are entered. It is not associated with the batch number.

Note: This field appears only if the document you are adjusting is job-related.

Enter or use the Finder to select the Project and Job Costing category for the contract and project that you are adjusting. You can use only categories that are assigned to the specified contract and project in Project and Job Costing.

You can enter or select categories depending on the project type and accounting method. You cannot specify a category for:

• Cost plus projects that use a Total Cost Percentage Complete or Labor Cost Percentage Complete accounting method.
• Fixed price projects.

Whether you can specify a category also depends on the billing type used by the category. A category must be billable to be used in an Accounts Receivable invoice.

Note: This field appears only if the document you are adjusting is job-related.

Enter or use the Finder to select the Project and Job Costing contract that you want to adjust.

You can select only contracts that are assigned to the specified customer, and that are either Open or On Hold.

You cannot enter transactions for a contract that has never been opened.

Note: This field appears only if the document you are adjusting is job-related.

Accounts Receivable displays the cost class associated with the selected category in Sage 300 Project and Job Costing.

Identifies the customer whose account will be adjusted when you post the transaction.

The customer number determines the currency for the adjustment and the list of documents that appear in the Finder for the Document Number field.

Tip: If the Inquiry option is available, you can click it to open the Inquiry tool and look up information.

Enter the amount of the adjustment detail.

If you use multicurrency accounting, you enter the amount in the customer's currency.

Type a description of the reference you entered in the Reference field, or a description of the transaction.

This description appears with the entry on the batch listing and posting journal.

If Description is used for the G/L Detail Reference or G/L Detail Description options on the A/R G/L Integration screen, this description appears on the G/L Transactions report and in the general ledger batch (if you do not consolidate general ledger transactions during posting in Accounts Receivable).

This is a code of up to six characters that identifies the default general ledger revenue account to which you will post the adjustment.

When you enter a distribution code, the revenue account number appears automatically in the Account column, but you can enter another account number.

You can omit the distribution code, and just type the general ledger account number.

This is the general ledger account to which you will post the adjustment detail.

If you use Sage 300 General Ledger, you can select the account number from the Finder.

If you entered a distribution code, the corresponding general ledger account number appears automatically in this field, but you can type a different account number.

Displays the current balance in the document for which you are entering an adjustment.

Type the number of the document to adjust, or select it from the Finder.

You must enter a valid document number for the customer, and the document must still exist in your Accounts Receivable data. (That is, you cannot specify a fully paid document that you have already cleared from Accounts Receivable.)

If Document Number is used for the G/L Entry Description, G/L Detail Reference, or G/L Detail Description options on the A/R G/L Integration screen, the document number appears on the G/L Transactions report and in the general ledger batch (if you do not consolidate general ledger transactions during posting in Accounts Receivable).

Tip: If the Inquiry option is available, you can click it to open the Inquiry tool and look up information.

This is a number that Accounts Receivable assigns automatically to each new entry you create.

An entry number identifies the sequence in which an entry was added to a batch and, along with the batch number, forms part of the audit trail for the transaction.

To select an existing entry for editing or deleting, specify its number in the Entry Number field.

To add a new entry, click the Create New Entry button.

Note: If you delete an entry, you cannot reuse its number.

In the Entry Description field, enter a description for the entry. This description can be up to 30 characters long.

Type an optional reference for the transaction, such as a purchase order number or check number.

If Reference is used for the G/L Reference Field or G/L Description Field options on the A/R G/L Integration screen, this information appears on the G/L Transactions report and in the general ledger batch (if you do not consolidate general ledger transactions during posting in Accounts Receivable).

This field displays the fiscal year and period to which the adjustment will be posted.

Accounts Receivable automatically displays the fiscal year and period that contains the date you enter in the Posting Date field. You cannot change this field except by changing the posting date.

This display-only field indicates whether the document you are adjusting is for a contract that you administer using Sage 300 Project and Job Costing.

When you select job-related invoices, credit notes, and debit notes, the A/R Adjustment Entry screen displays a different set of fields letting you enter the contract, project, category, and resource, as required for the adjustment.

The Select Details button also becomes available, letting you select a particular detail for adjustment.

When you adjust a payment for an invoice that uses a multiple payment schedule, the Payment Balance field displays the outstanding balance for the invoice.

If the document you are adjusting does not have a multiple payment schedule, the payment balance is the same as the document balance.

When you adjust a payment for an invoice that uses a multiple payment schedule, this field identifies the payment number you are adjusting. Enter the payment number, if applicable.

If the selected document does not use a payment schedule, the payment number is always "1."

The posting date records the date the adjustment transaction is actually posted to General Ledger.

Accounts Receivable uses the posting date to select the fiscal year and period to which to post the transaction. (You cannot edit the year or period directly.)

The default posting date depends on the selection for the Default Posting Date option on the A/R Options screen, but you can change the posting date.

Note: This field appears only if the document you are adjusting is job-related.

Type the code for the project that you are adjusting, or use the Finder to select it. You can use only projects that you have assigned to the specified contract.

When you post the transaction, the program adjusts the billed amounts for the affected projects. (Transactions are not moved from one project to another in Project and Job Costing.)

Note: This field appears only if the document you are adjusting is job-related.

If required, select the code for the resource affected by this adjustment—for example, an employee code or an equipment code.

You can enter a resource only if:

• You have assigned the resource to the specified project in Project and Job Costing.
• The specified project is a time and materials project.
• The specified contract is a standard contract.

You cannot specify a resource for a basic contract or for a standard contract where the specified project is fixed price or cost plus.

Accounts Receivable displays the outstanding retainage balance for the document on the Document tab.

If you are adjusting an original document, you can add or edit the Retainage Debit or Retainage Credit field, even if the original detail did not include retainage.

Note: If you are adding a detail that did not exist on the original invoice to which retainage applies, you must enter the retainage amount manually in the Retainage Debit or Retainage Credit field. Accounts Receivable does not calculate the retainage amount for adjustment details automatically.

Enter the debit or credit as a positive number. If you enter a retainage debit or retainage credit amount using a negative number, the program moves the amount to the retainage credit or retainage debit field.

If retainage was taken on the detail you are adjusting, the program displays the retainage due date from the original document.

You cannot change the retainage due date for posted details.

If you are adding retainage to a document that did not include retainage, you must enter a retainage due date for the retainage detail.

This field displays the net total of the adjustment details in the entry. If you are entering an adjustment to transfer an amount from one account to another, the adjustment total should be zero.

Any optional fields that are set up for automatic insertion in adjustment entries appear, along with their descriptions, as defaults on the Optional Fields tab.

You can add different optional fields that you define for adjustments using the A/R Optional Fields screen. When you select an optional field code, the program displays the description from the optional field setup record.

You can also delete optional fields that appear as defaults. However, if an optional field is required for adjustments, do not delete it. You cannot add the adjustment until you enter a value for the optional field.

If you select an adjustment optional field that has a default value, the program automatically displays an entry in the Value field.

You can change the value. However, if the optional field requires validation, you must select a value that is defined for the optional field in Common Services (unless the optional field allows blanks).

Accounts Receivable also displays the description for a specified optional field value. You cannot change the description for the adjustment transaction. (You can change the description for a value only in the optional field setup record.)

Note: If an optional field is a required field, you cannot save the transaction until you enter a value.

If an optional field is a required field, it must contain a value before you can save an entry.

The Value Set field indicates Yes if Accounts Receivable has already set a value—including an acceptable blank—for the field.

Accounts Receivable displays the currency for the specified customer in this field.

This field displays the current exchange rate for the specified currency, rate type, and rate date. If necessary, you can type a different rate or select a rate from the Finder. (Accounts Receivable selects the rate to display from the Currency screens in Common Services.)

Accounts Receivable uses the exchange rate specified for this date in Common Services to convert amounts from the customer currency to your functional currency.

It displays the batch date as the default date in this field, but you can enter a different rate date. If you enter a new date, Accounts Receivable displays the exchange rate associated with that date.

The code specified in this field determines the type of rate used to converting a multicurrency amount to functional currency.

Example: Rate types might be "spot rate," "average rate," or "contract rate."

You must type a valid rate type. or select one from the Finder. (Rate types are defined in the Currency Rate Types screen in Common Services.)

If you use multicurrency accounting, specify whether to use the current exchange rate or the exchange rate used for the original document when you process the retainage document.

Note: The Retainage Exchange Rate field does not appear if the original document included retainage. In this case, Adjustment Entry uses the retainage exchange rate setting from the original document.

If retainage was taken on the document you are adjusting, the program displays the retainage terms from the original document.

If you are adding retainage to a document that did not include retainage, you must enter a terms code to use for the retainage document when you process it.