A/P Adjustment Entry Screen

Click this button to delete the current entry.

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.

Click this button to save the current entry.

Use the Finder for this field to select the document detail you want to adjust.

The adjustment date determines the default fiscal year and period displayed for the transaction and the aging period into which the adjustment is placed on statements and reports. It is also used as the default posting date for the transaction.

This date appears as the Document Date in the Vendor Activity screen and on reports that include adjustment transactions.

You can print posting journals by adjustment date.

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

This field displays the net total of the adjustment details in the vendor's currency.

If you are entering an adjustment to transfer an amount from one account to another, the adjustment total should be zero.

This field appears only if the document you are adjusting is job‑related.

Enter the 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.

This field appears only if the document you are adjusting is job‑related.

Enter the Project and Job Costing contract that you want to adjust.

You can select only contracts that are open or on hold.

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

Enter the amount of the adjustment detail:

• Enter a debit to increase the balance of an expense, purchases, or inventory account.
• Enter a credit to decrease the balance of an expense, purchases, or inventory account.

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

You can specify a distribution code to identify the general ledger revenue account to which to post the adjustment.

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

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

This field displays the current balance in the document for which you are entering an adjustment.

Specify the number of the document to adjust. You must enter a valid document number for the vendor, and the document must still be in your Accounts Payable data. (That is, you cannot specify a fully paid document that you have already cleared from Accounts Payable.)

If Document Number is selected for either the G/L Reference Field or the G/L Description Field option on the A/P Options screen, this number appears on the G/L Transactions report and in the General Ledger batch (if you do not consolidate general ledger transactions).

This field displays the name of the person who entered the transaction.

This description appears with the entry number in the Finder list for the Entry Number field.

You can type up to 60 characters as the entry description.

Note: You can also type a 60-character reference description for each entry and a description for the batch.

Accounts Payable automatically assigns the entry number to each new entry you create.

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

To select an existing entry for editing or deleting, type its number in the Entry Number field, or choose the number from the Finder.

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

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

This field specifies the general ledger account to which to post the adjustment detail.

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

If you entered a distribution code, the corresponding general ledger account number is displayed automatically, but you can type a different account number.

This option indicates whether the selected document is for a contract administered using Sage 300 Project and Job Costing.

Adjustment Entry displays a different set of fields for job‑related invoices, credit notes, and debit notes, letting you enter the contract, project, category, and resource, as required for the adjustment.

If you click the Jobs button that becomes available when you select a job‑related document, you can select particular details for adjustment.

This field displays the outstanding balance of the payment selected for adjustment, when you are adjusting a payment associated with an invoice that uses a multiple payment schedule.

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

This field identifies the payment number associated with an invoice that contains a multiple payment schedule.

If no payment schedule applies to the selected document, the payment number is always 1.

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

Accounts Payable also uses this date to select the fiscal year and period to which the transaction is posted. (You cannot edit the year or period.)

The default posting date that appears depends on the selection for the Default Posting Date option on the A/P Options screen, but you can change the posting date for an entry.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

This field appears only if the document you are adjusting is job‑related.

Enter the project that you are adjusting. You can use only projects that you have assigned to the selected contract.

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

Use this field for an optional reference, such as a purchase order number or check number.

The information in this field appears with the transaction on the posting journal and in the General Ledger batch if Reference is selected for either the G/L Description Field or G/L Reference Field option on the A/P Options screen, and you do not consolidate general ledger transactions.

This field appears only if the document you are adjusting is job‑related.

If required, specify 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.

Accounts Payable displays the outstanding retainage balance for the document.

You can add or edit the retainage debit or retainage credit field, even if the original document did not include retainage.

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 will move 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.

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

Specify the vendor to whose account you will post the adjustment. The vendor number determines the currency for the adjustment and the list of documents that will appear in the Finder on the Document Number field.

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

Accounts Payable 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.

You can add different optional fields that are defined for adjustments on the A/P 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).

The program also displays the description for a specified optional field value, and you cannot change the description for the transaction. (You can change the description for a value only in the optional field setup record.)

Note: If an optional field is required, 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.

This field indicates Yes if Accounts Payable has already set a value—including an acceptable blank—for the field.

Accounts Payable displays the vendor currency 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 Payable selects the rate to display from the Currency tables in Common Services.)

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

Accounts Payable displays the batch date as the default rate date, but you can enter a different date. If you enter a new date, Accounts Payable displays the exchange rate associated with that date.

The rate type is code for the kind of rate to use when converting multicurrency amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You must type a valid rate type or select one from the Finder. (You define rate types using the Currency Rate Types screen in Currency.)

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

This 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 be used for the retainage document when you process it.