Adjust Dollars on a Completed Order

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

Example 2

Enter the transaction number for this sales order adjustment. If set to auto-assign transaction numbers via the Next Point of Sale/Service Transaction setting on the General page of 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 page 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

Basic Information

Specify the adjustment type. You have the following options:

debit adjustment - amount due from customer
credit adjustment - A/R credit or refund to customer

Enter the code of the salesperson you want to associate with this adjustment. Click the Search button to select one or more salespersons via the Multiple Selection Lookup Window. Click the Action button to establish or adjust salesperson commission via the Multiple Salesperson Commission Screen.

Customer Information

The customer code automatically fills in from the completed order, if available. If the customer for this adjustment is not the same as the customer from the original sale, a different customer can be entered. If the original order is not available, the ID of the customer for whom this adjustment is being created must be entered at this field. You can click the Search button and use the Search for a Customer screen to locate an existing customer code.

The customers you can access at this and other Customer fields may be restricted by Regional Processing.

Billing Information

Once a customer number has been indicated, the full name displays from customer settings. If available, the customer's home telephone number, cell phone number, work telephone number, work extension number, and primary email address display from Customer Settings.

The customer's billing address displays from Customer Settings. If changing the Shipping Information for this order, you have the option of also changing the Billing Information. (See below)

Shipping Information

Once a customer number has been indicated, the shipping name, phone numbers, and email address display from Customer Settings. If separate shipping information has not been indicated in customer settings, the shipping information and billing information are initially the same when creating a new order.

The customer's shipping address, if any, displays from Customer Settings. If a separate shipping address has not been indicated in customer settings, the shipping information and billing information are initially the same when creating a new order. In either case, you can enter a shipping address for the order by clicking the Actions button and selecting Shipping Information.

The following standard escapes appear if you right-click your mouse anywhere on this page (except over a grid). To view a right-click menu, you must first make a valid entry in the key field (usually the first field in a routine). You can customize your escape menu options by selecting Add Escapes to Current Screen to access Dynamic Escape Settings.

Additional Comments - Add additional comments to the order by entering them in the Enter Order Comments screen.
Audit Comments Log
Miscellaneous Fees
Order Source Display
Order Tax Information

Step 2 - Merchandise

If the original invoice document from the Customer page 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.

Indicate the code of the product for which you want to enter an adjustment. Click the Search button to select a product from the Search for a Product window.

Displayed here is the Quantity Adjusted multiplied by the Adjustment Amount.

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.

Click the Save + Add Another button to add the current item to the order and reset the product entry fields to null.

Click the Save button to add the current item to the order.

Click the Cancel button to clear the product entry fields and return to the Line Item Display.

Click the Add Item button to add another line item to the order. The product entry fields appear at the top of the screen to be populated by you. When the product information has been entered, click the Save + Add Another button to add the current item to the order and reset the product entry fields to null; click the Save button to add the current item to the order; or click Cancel to cancel entering a new item and return to the Line Item Display.

Click the Expand All Rows button to display the full line item information for all available rows in the Line Item Display.

Click the Collapse All Rows button to hide the additional line item information for all available rows in the Line Item Display.

The Line Item Display section of this screen shows each line item with its information contained in its own row. Rows cannot be edited; to edit information in a row, click the associated Edit button and the product entry fields in the top of the screen populate where they can be edited. The row being edited turns yellow to signify that its information currently is being changed. To remove an item from the Line Item Display (and from the order), click the associated Remove link to delete the row from the order.

Each row in the Line Item Display displays the following information about the product on the adjustment:

Product
Description
Adjustment Reason Code
Quantity Adjusted
Adjustment Amount
Extended Adjustment Amount

Click to display additional information about the line item. The following additional information appears:

Second Description
Vendor Model Number
Brand

Click to hide the additional line item information.

Click the Edit button to edit the row's contents. The row highlights in yellow and the row's information appears in the top of the screen to be edited. Note that the row itself (whether white or yellow) cannot be edited.

Click the Remove button to delete the entire line item row from the order. A message appears confirming this action. Click "Yes" to proceed with the deletion or click "Cancel" to keep the line item return to the entry process.

Additional Line Item Details
Audit Comments Log
Line Comments
Line Item Display
Original Invoice - Opens the Original Order Piece Selection window
Reason Code

Step 3 - Payment

Discounts

When entering a credit adjustment, use this field to apply missed discounts to the order total, thus increasing the refund amount. When entering a debit adjustment, use this field to remove discounts from the order, thus increasing the payment due amount.

Click the Action button to access the Enter Subtotal Discount Codes screen, where you can add or remove discount codes.

This field is active only if DISCOUNTS - Apply Discount Codes to Subtotal setting is checked on the Pricing and Commissions page of Point of Sale Control Settings.

To edit this field, you must have access via your Sales security user settings or via entry of a security override from an authorized user.

The system prevents you from entering a total discount percent that exceeds the maximum percent specified at the Maximum Subtotal Discount __ % field in the Point of Sale Control Settings.

Charges and Fees

Delivery or pickup fees can be charged or refunded. Positive dollar amounts entered here increase the refund/credit or payment due amount (depending on the adjustment type). To edit this field, you must have access via Override System Calculated Delivery Charges or via entry of a security override from an authorized user. If the DELIVERY CHARGES - Prompt for Reason Code if Overridden setting is enabled the Enter Reason Code window displays and you must enter a reason code.

Payments or Refunds

Payment or Refund

Use this field to enter the payment/refund type. Either enter the type directly into the field or click on the Action button to access the Payment Summary Window in order to enter payments/refunds for this order.

Your ability to enter refunds/payments as cash, check, third-party-financed, credit card, or gift certificate depends on various system settings.

When issuing credit card refunds, the system does not credit funds to the customer until you complete the customer return.

After the Payment Type Code for this Payment section has been specified, the total amount to be refunded to the customer appears in this read-only field.

To issue a refund check to the customer, check this box. When saving the entry, a confirmation prompt asks if a refund check should be created. If this box is not checked, the option to post an A/R credit is offered when saving out of the entry.

The Refund Check field in the Point of Sale Control Settings (Sales Order ACF) controls when this prompt is available.

Financing

To finance the amount due or credit the refund back to the 3rd party finance provider, indicate the Financing Payment Plan and then 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.

If the amount due is being charged to the customer's revolving plan, enter the revolving payment type in this field. Click the Search button at this field to select from a list of valid Revolving Receivables Payment Plans codes. Once you select the revolving payment type, you access the Revolving Worksheet (Short), or Revolving Worksheet (Full), depending on your control settings.

If the Required Percentage Paid before Add-on Allowed field in Revolving Receivables Payment Plans is set to a value greater than zero, a window appears with what the plan balance must be before add-ons are allowed. In order for a user to override the required percentage restriction, they must have access via the Revolving Worksheet; Override Required Percentage Paid for Add-on field in Receivables Security or obtain an security override by an authorized user.

If the Require Credit Application field in Credit Application Control Settings is checked, the system determines if a valid credit application exists for the customer. If not, a warning is issued and you are prevented from entering the financing or revolving payment type until a credit application is entered for the customer. To enter a financing or revolving credit application, click the Actions button at the bottom of the screen and select Finance Credit Application.

Once an amount has been financed, you can click the Action button at the Financing field and select Financing Entry to access the Finance Receivable Entry or Revolving Worksheet window. For unapproved 3rd party financing, you can change the Account Number, Insurance, and Amount fields and enter an Authorization Number. If an Authorization Number was previously entered, you cannot edit the financing information. For revolving financing, you can change the Insurance code, Finance amount, and Payment amount, if applicable.

After the Payment Type Code for this Financing section has been specified, the total amount to be returned to the finance provider appears in this read-only field.

Totals

This field displays the subtotal of the adjusted merchandise.

The field displays any payments towards the Refund Due field.

When finished entering applicable data on the Payment tab, click the Save button to process this adjustment. If a refund amount is due to the customer and Issue Refund Check is not selected, the following prompt appears: "Upon document completion, an A/R credit of NNN.NN will be posted." To post the A/R credit to the customer's account, click Yes. To return to the Payment screen, click No. If Issue Refund Check is selected, the following prompt appears: "NNN.NN Credit. Will create refund check." To create a refund check, click OK. To return to the Payment screen, click Cancel; the check mark at Issue Refund Check clears automatically.

The Completion Date Entry Screen prompts for the Completion Date. Indicate the date and click OK to proceed. If cash payments were applied to the payment due amount, the Amount Tendered Window appears.