Adjust Dollars on a Completed Order

(Dollars Only Adjustments)

Access

Tabs:  Step 1 - Customer, Step 2 - Merchandise, Step 3 - Payment  

Use this routine to make debit or credit dollar adjustments to a specific completed order (invoice) without affecting inventory.  You can enter either debit or credit adjustments.  

Adjustments on Return Orders

For each adjustment, the quantity defaults to the original quantity on the order, even if the order has been partially returned. The dollar amount represents the remaining value on that product.  Note that if the original order has been completely returned, no credit is allowed.

Example 1

1. Assume sales order contains a quantity of 2 for 100.00 each.

2. Return a quantity of 1 for 80.00, leaving 20.00 available for refund on the remaining item.

3. In Adjust Dollars, even though you returned a quantity of 1, the order quantity still defaults to 2.  However, the process divides the dollar value (120.00) by 2, resulting in 60.00 per unit.

Example 2

1. Order, quantity 2 for 100.00 each

2. Return a quantity of 2 for 80.0 each, leaving 40.00 available for refund to the customer.

3. In Adjust Dollars, a message will appear that no quantity is available, and the process will not allow you to process a dollar-only credit to the customer.

Adjustment NumberEnter the transaction number for this sales order adjustment. If the auto-assign transaction numbers feature is active in the Point of Sale Control Settings, press Enter or click the Plus button to automatically assign the next sequential number. To view an existing transaction, enter the adjustment number.

Depending on your permissions set in Verify User ID During Entry on the Advanced tab of Point of Sale Control Settings, you may be required to enter your user ID and password in order to create a new order or update and existing one. If required to enter your credentials, a prompt opens after a new or existing order number is entered into the Adjustment Number field.

Step 1 - Customer

DateThe transaction date displays. For new orders, the current date defaults. You can change the date by entering a new date directly or by clicking on the Calendar Icon to select a date, but the date you specify cannot be a future date or for a closed period.

Note that only qualified users can backdate orders from an overlap month back to the previous (current) month. See the Backdate Transactions field in the Extended Security settings for more on this restriction.

StoreEnter the code for the store where the adjustment is taking place. The default location from the log-in screen appears, if any. You can override the default response.

If you click on the Arrow button, you can choose from the drop-down list of locations available to you. Note that here and at any other Location field, the locations you see (that is, the list of locations available to you) may be affected by Regional Processing restrictions.

Type   

Billing Information

Original OrderSpecify the number of the original document you want to adjust. If you click on the Search button, the View Customer's Historical Purchases screen appears via which you can locate completed orders by customer.

Note that to enter returns/adjustments for orders not found on the system, you must have access via the Extended Security (Sales) settings. If permissions allow, a confirmation message asks if you want to proceed when the indicated order is not found. If permissions do not allow, a message appears stating that your current user settings require that the original document be on file; entry of the adjustment cannot proceed until you indicate an order that exists on the system.  

Customer Code  

Home Phone, Cell Phone, Work Phone, Ext, Primary Email

SalespersonEnter the code of the salesperson you want to associate with this adjustment. If you click the Search button, the Multiple Selection Lookup Window appears via which you can select one or more salespersons. If you click the Action button, the Multiple Salesperson Selection Window appears via which you can select one or more salespersons.

Step 2 - Merchandise

If the original invoice document from the Customer tab exists in the system, the Original Document Select screen appears listing the products purchased on the original sales order.  Use this screen to record the items you want to adjust. The Customer Name, Current Document, and Original Document display.

ProductEnter the code of the product for which you want to enter an adjustment. If you click on the Search button, you access the Search for a Product window, from which you can make a selection.

DescriptionOnce a product has been selected, the product's description displays from Product Settings.

BrandOnce a product has been selected, the product's brand name displays from Product Settings.

QuantityThis is the quantity of the selected product that is being adjusted. You can click the Actions button at the bottom of the screen and select Line Comments to enter line comments for this adjustment.  

Price AdjustmentEnter the amount of the debit or credit price adjustment. You can click the Actions button at the bottom of the window and select Line Comments to enter line comments for this adjustment.

Extended PriceIn this field, the program displays the Price Adjustment amount multiplied by the Quantity.

Once the product information has been entered, click the Add button. The Inventory Selection screen displays, providing for entry of the quantity of the adjusted product, serial/reference number (if applicable), storage location (if tracked), and reason for the adjustment.  

Step 3 - Payment

SubtotalThis field automatically displays the total dollar amount of the adjustment, before tax and miscellaneous amounts are applied.  

Discount Code(s)

Delivery/Pick-Up Charge

Installation/Restock ChargeInstallation or restocking fees can be charged or refunded. Positive dollar amounts entered here increase the refund/credit or payment due amount (depending on the adjustment type).  

Fees/ChargesIf any miscellaneous fees were applied to the order, the total amount displays here.

Sales TaxIf the customer and/or adjusted products are subject to tax, the running total of calculated sales tax for this adjustment displays here.

TotalThis field displays a running total of adjusted merchandise, including additional charges or credits (sales tax, delivery/pickup, installation/restock fees). This total does not include deposits/financing amounts.

Customer CodeThe customer code indicated on the Customer tab displays here.

TypeThe adjustment type specified at the Type field on the Customer tab appears.

Issue Refund Check

Refund/Payment

FinancingTo finance the amount due or credit the refund back to the finance provider, indicate the Financing Payment Plan. The Finance Receivable Entry window displays. Use this window to enter finance payment/credit information, such as the account number supplied by the finance provider, insurance type (if any), amount paid/credited, and the authorization number supplied by the finance provider.

Refund/Payment DueThis field displays the total amount due to the customer or due from the customer, after refund/payment/financing amounts have been applied.