How to Manage Adjustment Items

Scenarios
  • You are running an activity that generates Invoices at the time of booking. 

  • You have edited the booking and this may have a financial impact
  • The parent has made a change to their booking and this may have a financial impact
  • You have marked the attendance and the customer should be re-invoiced, or credited.
This document assumes
  • You know how to edit bookings.

  • You understand how to mark the attendance
  • Your terms and conditions clarify how you deal with booking changes that may lead to a refund/credit or new invoice.

How Adjustments Occur

An adjustment happens when a customer has already made a payment for their activity and

  1. Their booking is modified
  2. OR the reconciled attendance will lead to the customer being invoiced again or credited or refunded.

 

1. You modify the booking

  • You may edit the booking and remove a day or item. Due to the booking already being paid for; removing a booked and paid session will generate an adjustment to credit. 

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  • You may edit the booking and add a another day or item. Due to the booking already being paid for; adding another day or item to the booking will generate an adjustment to invoice.

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2. You make changes to the attendance.

  • You mark a child as absent and credit the session Due to the original booking already being paid for; an adjustment to credit will be generated.

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  • You add a child to the attendance who was not originally booked in for that day. Due to the original booking already being paid for; an adjustment to invoice for the day/session will be generated.

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  • You move a child from the waiting list to the booked in list. Due to the original booking already being paid for but not accounting for the session they were on a waiting list for; an adjustment to invoice for that day/session will be generated.

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  • You move a child from the booked in list to the waiting list. Due to the original booking and this day/session already being paid an adjustment to credit for that day/session will be generated.

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  • You change a child's attended session. If the attended session costs more then their originally booked session then an adjustment to invoice will be generated.

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  • You change a child's attended session. If the attended session costs less then their originally booked session then an adjustment to credit will be generated.  

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How To Convert Adjustments

It is best practice to ensure that a full week of attendance has been fully reconciled before converting adjustments. This will ensure that if a customer has multiple adjustments to convert, they will collate against one invoice. 

  1. Within your activity menu, select the Adjustments tab.
  2. Select the down arrow against the adjustment to view why this adjustment exists.
  3. Select the adjustments you want to convert using the tick boxes on the left of the row.
  4. Click the Convert to invoices and credit notes button in the top-right area of the page next to the search bar.

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Edit, Approve Or Email Invoices/Credit Notes

Converted adjustments to invoice will always appear within the DRAFT Invoices tab. At this point, you can either edit the invoice to make further changes, then approve the invoice or approve and email the invoice. 

  1. Click on the MONEY tab in the top navigation bar.
  2. Select the Drafts tab from the invoices menu
  3. Select the invoices you want to send using the tick boxes on the left of the row.
  4. Select 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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Edit & Approve or Allocate Credit to Customers

Converted adjustments to credit will always appear within the DRAFT Credit Notes tab. At this point, you can either edit the credit note to make further changes, then approve the credit note or allocate the credit note to other outstanding or overdue invoices immediately.

  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 select
    • Apply to invoice OR
    • +more  and then Approve to leave the customer in credit for another activity.

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How To Void Adjustments

We do not recommend that you void adjustments. It is best practice to leave adjustments within the Adjustments Tab within your activity if you do not wish to re-invoice or credit your customers. 

 

If you wish to know more about adjustments, then please book a training session with one of our fantastic Customer Support Team. See how to do that here.

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