Adjust a Receipt

This action allows you to make changes to a receipt that has already been finalized.

Note: You can modify the Description of the receipt, as well as the GL schedule, Method, Payment ID, Payment date, and Routing # of each receipt detail row, via the Edit Receipt Detail workflow, even if the receipt has been finalized, until the accounting month of the receipt is locked or closed, or the receipt is reconciled on a bank reconciliation. Use the Adjust Receipt action only if you want to make more extensive changes, such as how the payment is applied. Receipts containing archived transactions cannot be adjusted or edited.

Access the Receipts area.
1. To access the General Ledger area from the Home screen, do one of the following:
1. - Click General Ledger on the navigation panel.
  - Click Areas > General Ledger on the menubar.
  - Click the down arrow next to Home on the options bar and select General Ledger.
To access the General Ledger from another area of the program, do one of the following:
- Click Home > General Ledger on the menubar.
- Click the down arrow next to Home on the options bar and select General Ledger.
1. Click Receipts on the navigation panel or Areas > Receipts on the menubar.
The Receipts screen displays. Enter your desired search criteria to populate the list.
To locate receipts that match specific criteria, use the search bar. Make a selection in each dropdown menu to locate the desired receipt. The fields vary, depending on the menu options you choose.

These are the choices in the first dropdown menu:
1. 1. Account Code
  2. Accounting Month
  3. Amount
  4. Bank Account
  5. Bank Status
  6. Date Entered
  7. Description
  8. Effective Date
  9. Entered By
  10. Export Batch #
  11. Exported By
  12. Exported Date
  13. GL Schedule
  14. Payment ID
  15. Posted By
  16. Posted Date
  17. Refer #
The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.
1. - Equals: Enter the search criterion (e.g., the full description or folder name) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
  - Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars. Click Find.
  To see the filter that is currently applied to the list, hover over the Search where text.
2. You can apply multiple filters if necessary.
  1. To apply multiple filters to the list, do one of the following:
  2. The Edit Filter pop-up window displays.
    
    Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.
  1. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
  2. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
  3. Click Finish when you have applied all of your desired filters.
    
    To exit the dialog without applying any filters, click Cancel.
You can change the columns that display in the list if necessary.
1. Click the Select Columns link label on the right side of the header.
The Select Columns window displays.
1. Select the checkbox next to each column that should be included in the list.
Deselect the checkbox next to each column that should be removed from the list.
1. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click on the column and then click the up arrow or down arrow to change its position.
2. Click OK or press [Enter] to save your changes.
Click Cancel to close the window without saving your changes.

Select the receipt.

On the menubar or options bar, click Actions > Adjust Receipt.

The receipt detail opens, allowing you to make any necessary changes. See Edit Receipt Detail for more information on this screen.

Note that receipt detail rows with any of the following statuses cannot be modified during adjustment. Check the value in the optional Payment Status column in receipt detail to verify that a row can be adjusted.

Adjusted: Detail rows that were previously adjusted or their offsetting reversal rows
Returned: Detail rows associated to Return Premium or Return Commission disbursements/vouchers
Processed: Detail rows associated to processed payment transactions or receipt for payment items
Reversed: Detail rows associated to payment transactions or receipt for payment items that have been voided
Transmitted: Detail rows associated to transmitted payment transactions
Voided: Detail rows associated to payments added in the Receipts area that were voided
Written Off: Detail rows associated to payments written off in the Transactions area via the A/R Writeoff action

When adjusting a receipt from the Summary view, you cannot perform any additional modifications beyond those allowed when you edit a finalized receipt.

When you have finished making changes, click Finish to save the new receipt version, or Cancel to discard the new version.

When a new version of a receipt is created, all prior versions are retained. You can view them by selecting them from the Version frame on the main Receipts screen and clicking the Edit button

. Prior versions cannot be modified; their detail displays as read-only.

The effects of adjusting a detail row on a finalized receipt vary, depending on what the detail row was applied to:

All receipt detail rows modified during this workflow are reversed. These detail rows, and their offsetting reversal rows, now have a Status of Adjusted and do not display in receipt detail unless you click the Include Adjusted Payments link label.

All bank account rows associated to modified receipt detail rows are reversed, and new bank account detail rows are created as necessary.

If the receipt detail row represents an accounts receivable or direct bill commission receivable payment, the corresponding PYMT transaction is voided. Any associated transaction process rows (APCR, APDB, DCOM, etc.) are reversed.

If the receipt detail row represents a company/broker premium payable payment or a broker commission payment, the corresponding PYPY transaction is voided. Any associated transaction process rows (PYPM, PYPB, etc.) are reversed.

If the receipt detail row paid one or more receivable or payable items, the receivable/payable balances of those items are restored to their values before the receipt detail row was entered.

If the receipt detail row created a reconciliation statement, the corresponding statement is reversed. The original and reversing statement share the same master statement number.

If all of the items originally on the statement were unpaid when you adjusted the receipt detail row, no new statement is created. All items included on the statement are now unpaid and their balances are restored to their values before the receipt detail row was entered.
If only some of the items originally on the statement were unpaid when you adjusted the receipt detail row, a new statement is created that includes all of the items still selected. The new statement shares the same master statement number as the original and reversing statements. The items marked as unpaid no longer display on a reconciliation statement and their balances are restored to their values before the receipt detail row was entered.

If the receipt detail row paid a reconciliation statement (which was entered in the Reconciliations area rather than being generated by the receipt), the corresponding statement is reversed. A new, identical statement is created in the current accounting month. The newly created statement is finalized but not paid. The original, reversing, and new statement all share the same master statement number.

Any new receipt detail rows added during receipt adjustment are created and saved just as they would be when you add or edit a receipt. These rows, as well as the automatically created reversing rows, file in the current accounting month, even if the current accounting month does not match the accounting month of the receipt. The reversing receipt detail rows and the new rows all file with the current version of the receipt. Unadjusted rows retain their previous version but still display when you view the current version of the receipt.