How to Manage Adjustment Items

Scenarios
  • You are running an activity that generates Invoices at the time of booking.  Holiday Programmes and Lessons and Classes.

  • The customer has made a booking change online.
  • You have made a booking change internally.
This document assumes
  • You know how to manually change bookings in Enrolmy.

  • Your terms and conditions clarify how you deal with booking changes.
  • You have a clear business process that manages change.
  • You understand basic accounting principles.

 

What is an Adjustment Item?

An Adjustment is a difference in what you will charge the customer after they attend your activity.

Note: Adjustment Items are only applicable if you are invoicing in advance (at the time of booking).

The difference in charge arises when:

  1. A customer attends more sessions than they booked for - TO INVOICE
    • Here, you will need to send them another invoice.
    • You will convert this adjustment item into an invoice.

  2. A customer attends fewer sessions than they booked for - TO CREDIT
    • What you do here depends on your terms and conditions.
    • In this case, you may want to refund the money to the customer.
    • You will want to convert this pending adjustment to a credit note.

  3. Your customer changes a booking by removing some sessions and then adding others.
    • This will create some credits and some charges.
    • It is converted into an Invoice or a Credit Note depending on the balance.

  

To view your adjustment items:

Before you begin, make sure that the attendance record has been completed for the entire duration of the Activity.

  1. Click on the ACTIVITY tab in the top navigation bar.
  2. Click on the Adjustments tab in the page navigation bar.
  3. Here you will see all your Adjustment Items and their details.
  4. To view more details about an Adjustment Item, click on the down arrow on the far right on the row.

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To convert your adjustment items to invoices and credit notes:

Before you begin, make sure that the attendance record has been completed for the entire duration of the Activity.

  1. Review the adjustments to ensure all amounts are correct.
  2. Select the adjustments you want to convert using the tick boxes on the left of the row.
  3. Click the Convert to invoices and credit notes button in the top-right area of the page next to the search bar.
  4. Click OK in the pop-up window.

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Sending Credit Notes and Invoices

Adjustment Items - To Invoice

  1. Click on the MONEY tab in the top navigation bar.
  2. Click on the Drafts tab in the page navigation bar.
  3. Select the invoices you want to send using the tick boxes on the left of the row.
  4. Click the Approve and Email button in the top-right area of the page.
  5. Click OK to confirm that you want to send the invoices.

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Adjustment Items - To Credit

With credit notes, you can either:

  • Send it directly to the customer  OR
  • Apply it to an invoice

  1. Click on the MONEY tab in the top navigation bar.
  2. Click on the Drafts tab in the page navigation bar.
  3. Click on the Credit Notes button just under the top navigation bar.
  4. Select the credit notes you want to send using the tick boxes on the left of the row.
  5. Then you can either click:
    • Apply to invoice OR
    • Email (to send the credit note directly to the customer)

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To remove an adjustment item and take no action on it, you can void the adjustment.

  1. Click on the MONEY tab in the top navigation bar.
  2. Click on the View pending adjustments button in the top-right area of the page.
  3. Scroll down to the adjustment you want to void.
  4. Click on the gear cog on the far right side of the row of the adjustment.
  5. Click Void.
  6. Click OK on the pop-up window.

 

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CONGRATULATIONS! YOU NOW KNOW HOW TO CONVERT YOUR ADJUSTMENT ITEMS.

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