Accessing the Adjustment Entry Screen
To begin making adjustments in Sage 300, navigate through:
- Open Accounts Receivable
- Select A/R Transactions
- Click Adjustment Entry
Creating an Adjustment Batch
Batch Information Setup The first step involves creating or selecting an adjustment batch. When creating a new batch, Sage 300 automatically displays the session date as the default batch date. You can modify this date as needed, but it must fall within your fiscal calendar defined in Common Services.
Batch Description Enter a meaningful description using up to 30 characters to help identify the batch in the Adjustment Batch List screen. This description can be modified at any time before posting, provided the Ready To Post option remains unselected.
Entering Adjustment Details
Document Selection Enter the document number that requires adjustment. The document must exist in your Accounts Receivable data and cannot be a fully paid document that has been cleared from the system.
Distribution Codes Enter a distribution code (up to six characters) to identify the default general ledger revenue account for posting the adjustment. The corresponding GL account number will appear automatically, though you can override it with a different account number.
Types of Adjustments
Standard Adjustments Enter debits or credits as positive numbers. The system will properly handle the accounting entries based on the type of adjustment being made.
Retainage Adjustments When adjusting entries involving retainage, the system displays the retainage due date from the original document. For new retainage additions to documents that didn't previously include it, you must specify a retainage due date.
Account Transfers
When transferring amounts between accounts, ensure the adjustment total equals zero. This maintains the balance of your accounts while properly recording the transfer between different GL accounts.
Optional Fields
Automatic Fields The system automatically displays any optional fields set up for automatic insertion in adjustment entries, along with their descriptions.
Custom Fields You can add different optional fields specifically defined for adjustments using the A/R Optional Fields screen. The system will display the description from the optional field setup record when you select an optional field code.
Best Practices for AR Adjustments
Proper Documentation Always maintain detailed records of why adjustments are being made. This creates an audit trail and helps with future reconciliations.
Verification Process Before posting any adjustment:
- Verify all amounts are correct
- Ensure the proper GL accounts are selected
- Confirm the adjustment dates are within the correct fiscal period
- Review the batch totals for accuracy
Important Considerations
GL Integration Never make AR adjustments directly in the General Ledger. Creating adjustments within the AR module ensures proper synchronization between AR and GL systems.
Tax Calculations When making adjustments that affect taxable amounts, remember that the system doesn't automatically calculate taxes. You must manually compute and enter the correct tax adjustments.
Posting Adjustments
Pre-posting Checks Before posting, ensure:
- All entries are complete and accurate
- The batch balances
- All required fields are filled
- The posting dates are correct
Posting Process Use the post button to process one adjustment batch at a time. For multiple batches, use the Posting a Range of Batches feature.
Special Adjustment Scenarios
Write-Off Batches Sage 300 provides functionality to create write-off batches for handling multiple small outstanding balances or uncollectible amounts. These transactions are distributed to the Write-Offs general ledger account specified in each customer's account set.
Receipt Adjustments If enabled in AR Options, you can make adjustments directly in the Receipt Entry screen. This feature provides flexibility when handling payment-related adjustments.
Monitoring and Reporting
Customer Statistics The system automatically updates customer statistics to include:
- Total adjustment amounts
- Number of adjustments in the period
- Amount of the last adjustment
- Date of the last adjustment
Reconciliation Requirements
Bank Services Integration Remember that AR adjustments affecting bank accounts require additional entries in Bank Services. Accounts Receivable does not automatically send adjustment information to Bank Services.
Security and Access Control
When security is enabled in Sage 300, ensure users have proper authorization to access and process AR adjustments. The system administrator must assign appropriate security permissions for Accounts Receivable screens.
Maintaining Data Integrity
Regular reconciliation between AR and GL is essential to ensure all adjustments are properly reflected in both modules. This helps maintain the accuracy of financial statements and customer accounts.
The adjustment process in Sage 300's Accounts Receivable module is designed to maintain accurate financial records while providing flexibility in handling various types of adjustments. By following these structured procedures and best practices, organizations can ensure their AR adjustments are processed correctly and maintain the integrity of their financial data.
Citations: [1] https://help.sage300.com/en-us/2018/web/Subsystems/AR/Content/Transactions/SCREENS/AdjustmentEntry.htm [2] https://www.acutedata.com/how-to-adjust-a-posted-transaction-in-accounts-receivable-for-sage-300/ [3] https://us-kb.sage.com/portal/app/portlets/results/view2.jsp?k2dockey=222924450019621 [4] https://cdn.na.sage.com/docs/en/customer/300erp/2021/open/Sage300_AccountsReceivable_UsersGuide.pdf [5] https://www.youtube.com/watch?v=XdCI3qgLJs0 [6] https://www.youtube.com/watch?v=NcuAbo8tfBI [7] https://help.sage300.com/en-us/2017/web/Subsystems/AR/Content/Transactions/Adjustments/AboutAdjustmentEntry.htm
