Accounts Receivable Adjustment - Documentation Acosys

Used By

sales staff, cashiers, sales admins, or finance

Data Type

transaction

Search Keys

Customer Code, Customer Name, Date

When to Use This Form

When a customer's receivable balance needs correcting because of a bookkeeping difference.
When there is a debit or credit correction that does not come from a sales invoice.
When finance needs an audit trail for changes to the receivable balance.

Before You Start

Make sure the division, currency, customer, and adjustment type are available.
Prepare the correction memo, customer reconciliation, or balance audit result.
Decide whether the correction increases or decreases the receivable balance before filling in debit/credit.

Workflow

Open Sales & POS / Returns & Receivables / Accounts Receivable Adjustment.
Fill in the division, invoice, date, time, currency, exchange rate, customer, and adjustment type.
Enter the Receivable Adjustment details according to the correction document.
Check the debit and credit amounts before saving.
Add a note explaining the reason for the adjustment.

Key Fields

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit whose receivable balance is adjusted.	Required
Invoice `transid`	Invoice is the document number of the receivable adjustment.	Required
Date `transdate`	Date determines the period of the receivable adjustment.	Required
Time `transtime`	Time helps distinguish adjustments made on the same date.	Required
Currency `currtrans`	Currency determines the currency or exchange rate. This matters for multi-currency transactions.	Required
Default Rate `ratedefault`	Default Rate determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Rate Used `rateused`	Rate Used determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Customer `hrcustomer`	Customer is the party whose receivable balance is corrected.	Optional
Customer Code `customerid`	Customer Code makes sure the adjustment goes to the right customer.	Required
Customer Name `customername`	Customer Name helps the user double-check the customer before saving.	Optional
Address `customeraddress`	Address identifies the customer related to sales, receivables, delivery, or points.	Optional
Adjustment Type `expensestype`	Adjustment Type describes the category of the receivable balance correction.	Required
Receivable Adjustment `receivableadjustdetail`	Receivable Adjustment contains the correction details that affect the customer's receivable balance.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Receivable Adjustment needs to be checked line by line because every amount changes the customer's balance.

What Happens After Saving

The customer's receivable balance changes according to the adjustment amount.
The data is saved as an audit trail of the receivable balance correction.
If the adjustment creates a journal, the related accounts can affect the financial reports.
If any required data or details are not valid, the application rejects the save and shows a validation message.

Common Problems

Adjustment cannot be saved: check the division, invoice, date, customer, adjustment type, and details.
Customer balance is still wrong: check the debit/credit direction of the correction and the amount entered.
Exchange rate is wrong: check the default rate and the rate used.
Audit cannot trace the reason for the correction: fill in the note and document reference clearly.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit whose receivable balance is adjusted.	Required
Invoice `transid`	Invoice is the document number of the receivable adjustment.	Required
Date `transdate`	Date determines the transaction period and affects report filters.	Required
Time `transtime`	Time determines the transaction period and affects report filters.	Required
Currency `currtrans`	Currency determines the currency or exchange rate. This matters for multi-currency transactions.	Required
Default Rate `ratedefault`	Default Rate determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Rate Used `rateused`	Rate Used determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Customer `hrcustomer`	Customer identifies the customer related to sales, receivables, delivery, or points.	Optional
Customer Code `customerid`	Customer Code makes sure the adjustment goes to the right customer.	Required
Customer Name `customername`	Customer Name helps the user double-check the customer before saving.	Optional
Address `customeraddress`	Address identifies the customer related to sales, receivables, delivery, or points.	Optional
Adjustment Type `expensestype`	Adjustment Type describes the category of the receivable balance correction.	Required
Debit `debit`	Debit is used for the correction amount on the debit side.	Optional
Credit `credit`	Credit is used for the correction amount on the credit side.	Optional
Receivable Adjustment `receivableadjustdetail`	Receivable Adjustment contains the correction details that affect the customer's receivable balance.	Required
Note `memo`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Change Note `memoedit`	Change Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Printed `printed`	Printed shows the print status of the document.	Optional
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Division, invoice, date, currency, and customer are correct. Adjustment type and debit/credit amounts have been checked. Adjustment details match the correction document. The note explains the reason for the receivable balance change.

Menu Location

Sales & POS / Returns & Receivables / Accounts Receivable Adjustment
/form/receivableadjust