If a customer returns goods shipped or the original invoice has incorrect information, you can adjust the entire bill by using the Adjust Entire Bill function.
For a bill to be adjusted, the bill must have a status of INV (Invoiced).
In this article, you will learn the steps to adjust an entire invoice amount.
First, log into the UGA Financial Management System.
From the Employee Self Service page, click the Classic Home tile.
Navigate to the Adjust Entire Bill page by selecting:
Main Menu > Billing > Maintain Bills > Adjust Entire Bill
Click the Adjust Entire Bill link.
The Adjust Entire Bill search page is displayed.
Enter appropriate information into the Business Unit field.
Example shown here: "18003".
You can narrow your search results by searching for a customer.
To search through the registered customers list, click the lookup magnifying glass next to the Customer field.
Click the Search button.
Your Search Results are displayed beneath the Search Criteria.
Click the appropriate Invoice link.
Example shown here: CNV10001006U link.
The Adjust Entire Bill page displays.
The Select Bill Adjustment Action section provides the adjustment actions available for this process.
Click the button to the left of the Credit Entire Bill option.
An Adjustment Reason needs to be entered.
To select the Adjustment Reason, click the lookup magnifying glass next to the Adjustment Reason field.
The Look Up Adjustment Reason window is displayed.
Click the INCORRECT link to indicate that the invoice is incorrect.
Click the Save button.
The Credit Bill field is updated with the Credit Bill Invoice number.
The Header Info 1 link is highlighted to indicate you can click on the link to view the Credit Bill.
Click the Header Info 1 link.
The negative adjusted pretax amount is displayed in the top right section of the page.
To initiate the adjusting invoice, click the Single Action Invoice button to the right of the Pretax Amt.
A confirmation window is displayed to inform you that the invoice has been initiated and that no further changes can be made during Bill Entry.