Creating an Adjusting AR Invoice Entry to Correct Billing

This article explains the steps to follow when creating an AR Invoice Entry to adjust previously posted JB Progress Bill or AR Invoice Entry Invoices. 

To correct invoiced amounts from JB Progress Bill and AR Invoice Entry.

To clear entries on the AR Aging.

To correct the Total amount, Retainage by percentage or Amount, Tax Basis, and/or Tax amount.

Steps

To create an Adjusting AR Entry, please follow these steps:

1. Create a new AR Invoice Entry in the desired open month. 
2. Tab off NEW and enter the Customer Number or use the F4 Lookup to locate the customer by name. 
3. Change the Transaction Type from I-Invoice to A-Adjustment--once this is done you will notice the Invoice#  disappear.
   

1. Place your cursor in the Description field and a Lookup Menu of Invoices will automatically populate. It is important to select the radio button for All Invoices if you do not see the Invoice for which you are searching.
   

NOTE: Closing the Invoice Lookup menu before you select the applicable Invoice will mean you must to go back to the Transaction Type field and tab off so that the Lookup menu will reopen.

It will be very helpful to have the AR Customer Drilldown report open. Drill into the details of the Invoice in question so that you are aware of exact billing details per Contract Item.

1. After selecting the Invoice, add a line in the Customer Ref field to identify the correction.  
2. Make sure the Invoice date is for the same month the transaction was initialized. 
3. Make sure the correct JCCo and Contracts are populated and a Reason Code is entered, if you are required to do so; save the upper pane of the form. The form should look similar to this: 
4. Enter a '+' or 'n' on the AR line and tab off. If you have specific Contract Items that need adjusting, press F4 and select that Contract Item rather than creating a New AR Line Item.
5. Enter an amount in the appropriate field to add (a positive amount) or reduce (a negative amount) as needed. If you enter an Amount, please be sure the necessary consideration is given to the Retainage percentage and amounts, as well as to the Tax Basis and Tax amounts. If neither Retainage nor Tax should be included, make sure those amounts are zero.
   If you are removing Retainage Aged amounts from your Aging report, it will be necessary to enter the value in the opposite polarity in the Amount field and 100% in the Retainage percent field. Failure to complete this action will result in only transitioning the Retainage Aged amount into a Current Aged amount. 
6. Select C-Contract if amounts must be reversed from specific Line Items. You may create as many AR Line sequences as needed for each Line Item.
7. Select M-Materials to adjust costs for Materials.

8. Select O-Other - Use this type to enter detail for all other non-contract type invoices.

9. Enter an amount in the appropriate field to add (a positive amount) or reduce (a negative amount) as needed. If you enter an Amount, please be sure the necessary consideration is given to the Retainage percentage and amounts, as well as to the Tax Basis and Tax amounts. If neither Retainage nor Tax should be included, make sure those amounts are zero.

If you are removing Retainage Aged amounts from your Aging report, it will be necessary to enter the value in the opposite polarity in the Amount field and 100% in the Retainage percent field. Failure to complete this action will result in only transitioning the Retainage Aged amount into a Current Aged amount.

• Select C-Contract if amounts must be reversed from specific Line Items. You may create as many AR Line sequences as needed for each Line Item.
• Select M-Materials to adjust costs for Materials.
• Select O-Other - Use this type to enter detail for all other non-contract type invoices.

10. Save and Post the Batch.