Order Adjustments

The Order Adjustments function allows authorized users to add non-stock parts or modify existing non-stock parts on either received, but not invoiced Purchase Orders or shipped, but not invoiced Sales Orders. These features are particularly useful in situations where additional freight or custom charges need to be added to orders. Separate security is available to control the ability to add adjustments to both Purchase and Sales Orders. Additionally, Order Adjustments may be performed in two other locations: The "Adjustments" button on the Print Invoices form via Print Outs > Invoices and the "Adjustments" button on the Orders To Be Invoiced form via Purchasing > Invoice form.

System Navigation

Accounting > Order Adjustments
Print Outs > Invoices > "View" button > "Adjustments" button
Purchasing > Invoice > "Show Orders" button > "Adjustments" button

Order Adjustments pre-filter

The Order Adjustments pre-filter is displayed by directly navigating to the form via the Accounting menu; it will not be displayed when using the "Adjustments" button via the menu locations mentioned in the System Navigation section of this page. In those cases, an order will have already been selected prior to clicking the "Adjustments" button and therefore, no pre-filtering is necessary.

If configured, User Restrictions will apply to this pre-filter.
Order Adjustments are displayed separately when viewing GL postings for orders.

Field	Description
Report Type	Pick list used to choose which type of orders to list. Options are: Purchase Orders Sales Orders
Date Based On	Pick list used to determine on what date the list of orders will be filtered. Options differ based on the "Report Type" selection and are: When "Report Type" is set to "Purchase Orders" - Approved to Pay date, Confirmation date, Created date, Date to Pay, Due to Dock date, Hold Receive Shipped date, Invoice Entered date, Order Expiration date, Pay date, Print date, Promised date, Received date, Release date, System Invoiced date, Vendor Invoiced date, Wanted date. When "Report Type" is set to "Sales Orders" - Anticipated Cash, Collection date, Confirmation date, Credit Acceptance Expiration date, Credit Hold Applied date, Date Saved, Delivery date, Due to Dock date, Due to Ship date, Entered date, Expiration date, Inter-Company Transfer Receipt date, Invoice Printed date, Invoice date, Invoice Posting date, Ordered date, Payment date, Printed date, Promised date, Quoted date, Release date, Shipped date, Timestamp, Wanted date.
Start/End Date	Determine the dates on which the list of orders are filtered.
Vendor	Filters the list of received Purchase Orders by a specific Vendor.
Bill-to Company	Filters the list of shipped Sales Orders by a specific Bill-to Company.
Ship-to Company	Filters the list of shipped Sales Orders by a specific Ship-to Company.
Sales Rep	Filters the list of shipped Sales Orders by a specific Sales Rep.
Sales Group	Filters the list of shipped Sales Orders by Sales Reps assigned to the selected Sales Group.
Facility	Filters the list of orders by a specific Facility.
Facility Group	Filters the list of orders by Facilities assigned to the selected Facility Group.

Orders report

Opened via the "View" button on the Order Adjustments pre-filter, the Orders report displays a list of all orders based on the pre-filter selections made and includes details such as Vendor/Bill-to Company, order number, Received/Shipped date, amount, etc. Users may double click a record or select a record and click the "Modify" button to begin the Order Adjustment process. Note that for purchase orders, adjustments made here occur prior to invoicing the order and therefore will hit the GL on the original PO receipt date. In this case, users will need the "Purchasing -- adjustments prior to invoicing" security set to yes before proceeding.

Order Adjustments form

Opened via the "Modify" button on the Orders report or via the "Adjustments" button on the Print Outs > Invoices or Purchasing > Invoice forms, the Order Adjustments form contains a section listing the order details and a section listing the adjustment lines added to the order. Purchase Order Header fields are available to this grid when performing adjustments for Purchase Orders.

Button/Field	Description
Add	Opens the Order Adjustment form, used to add a new adjustment line.
Modify	Opens the Order Adjustment form, used to modify the selected adjustment line.
Delete	Deletes the selected adjustment line.
Order Number	Displays the selected Purchase or Sales Order number.
Company	Displays the Vendor or Bill-to Company associated with the selected order.
Facility	Displays the Facility for which the order was entered.
Order Type	Displays the type of order being adjusted.
Adjustment Date	Option to set which date will be recorded for the adjustment in the general ledger. Options are "Received Date" and "Today". The default value in the field depends on where in the system the adjustment is performed as indicated below. The security setting "Accounting -- change purchase order adjustment date" allows access to change the default setting for this field. Default setting: When the Order Adjustments form is opened via Purchasing > Invoice > Show Orders, the default in this field is "Received Date". When the Order Adjustments form is opened via Purchasing > Invoice > 'select order' > Continue, the default in this field is "Today". Note: when performing adjustments for purchase orders on the "Orders To Be Invoiced" form (via Purchasing > Invoice > Show Orders) and using an adjustment option of today, the orders should also be invoiced with a system invoice date of today to prevent sub-ledger from being out of balance.
Total
Amount Due

Order Adjustment form

This line form, opened via the "Add" or "Modify" buttons, is used to add or modify lines on the right hand side of the main Order Adjustments form listed above.

This form is used to select a Part to use for the adjustment and enter the associated quantity and amount. Purchase Order and Sales Order User Calculations will be re-calculated anytime an order adjustment is performed. This form contains a User Fields tab allowing the user to modify the User Fields of the selected order.

Purchase Order Adjustments Functionality

Fields and features are available to this form (beginning in version 17.01.017) to support the ability to modify existing order lines, not just add new ones as was the case previously. This allows users to compare invoice data against price data on the order, enter values, and only when matches do not occur, have the system automatically add an additional Order Adjustment line for the purchase order. This offers better visibility into variances. This optional feature is controlled via the "Display All PO Lines For Adjustments During Invoicing" field in Purchase > Options.

If this field is checked, one row for each Purchase Order line will automatically be displayed on the Order Adjustments line form below. The following changes will be enabled when editing the form:

The "Amount" and "Extension" fields will be disabled. These fields will display the item price and total line extension from the PO line if the "Adjust PO Line" field on this form is not empty.
The "Invoice Amount" will now be available for entry/updating.
The "Invoiced Extension" fields will display the appropriate extension information.
A line item indicating the order adjustment will only be added to the PO if there is a difference between the received amount and invoiced amount. In addition, the existing PO line will be updated with the users inputted value in the "Invoice Amount" field.

Field/Flag	Description
Adjust PO Line	Search field used to select an order line to adjust. Only available when an adjustment is being entered on a Purchase Order.
Part Number	Search field used to select a non-stock Part to use as the adjustment charge. If adjusting a Purchase Order, only non-stocked, purchasable parts will be displayed. If adjusting a Sales Order, only non-stocked, saleable parts will be displayed.
Part Description	Displays the Part Description for the selected Part.
Account	Defines the account to which the corresponding charges (freight, customs, etc.) will be charged.
Quantity	Indicates the quantity for the adjustments being added to the order. The default for this field is provided by either the "PO Quantity" or "SO Quantity" from the Part's Item Master MRP tab, depending on if the adjustment is being made to a Purchase Order or Sales Order.
Amount	Indicates the amount for the adjustment.
Invoiced Amount	Option to enter an invoiced amount different than the Amount field above. Availableif the "Display All PO Lines For Adjustments During Invoicing" field is checked in Purchasing Options.
Extension	Displays the total for this adjustment line calculated as Quantity * Amount.
Invoiced Extension	Displays the invoiced extension based on the Invoiced Amount field on this form. Availableonly if the "Display All PO Lines For Adjustments During Invoicing" field is checked in Purchasing Options.
Bill-to Company	Search field used to select a Bill-to Company to which the charges are linked, just like on a Purchase Order line. Only available when an adjustment is being entered on a Purchase Order.
Project	Search field used to select a Project to which charges are linked. When the Adjust PO lines is filled in, this field will auto populate the project from the line item on the order.
Notes	Memo field used to store notes regarding the adjustment being made. Notes will be retained when shipping and receiving an Inter-Company Transfer.
Taxable	If checked, this adjustment line is considered taxable. Defaults based on the "PO Taxable" and "Sales Taxable" flags on the Part's Item Master Properties tab. If the part is flagged as taxable on the Item Master, this flag is checked and grayed out. If the part is not flagged as taxable on the Item Master, it may be flagged as taxable on this form. Useful in situations where everything on the Purchase Order, including non-stock items or charges, are subject to tax.