To write off an open line item, apply a discount, or refund a payment, open the invoice that requires adjustment. Search for the profile and select View Transactions to find the invoice, or go to Revenue > Select Invoices to search by Profile or Invoice Number.
To create an adjustment on a line item, select the Line Item Adjustments tab on the left. Select Add a Line Item Adjustment.
- The Adjustment Date and Apply Date default to the current date. These dates can be changed, especially if a line item with an apply date in the future is adjusted, but it is recommended to keep them as the same date.
- Enter an Adjustment Amount. If the invoice has multiple line items to adjust, enter the full amount of the adjustment here. It will automatically be split between any open line items.
- Choose an Adjustment Type. This will inform the correct accounts to adjust in your accounting software.
- Enter an Adjustment Description if desired. This appears on any printed invoice explaining the adjustment.
To create an adjustment on a payment, select the Payment Adjustments tab on the left, and select Add a Payment Adjustment.
- The Adjustment Date and Apply Date default to the current date.
- Enter an Adjustment Amount. If the invoice has multiple payments to adjust, enter the full amount of the adjustment here. It will automatically be split between all payments.
- Choose an Adjustment Type. This will inform the correct accounts to adjust in your accounting software.
- Enter an Adjustment Description if desired. This appears on any printed invoice explaining the adjustment.
Once all necessary adjustment details have been entered, select Save at the top. The invoice will be updated with the adjustments applied to the balance due.
If one of the payments adjusted was a Credit Card payment, there will be a prompt to attempt a Credit Card refund. If this attempt is NOT selected, the adjustment will be saved without making any transaction to the gateway, leaving the original charge in place. If this option IS selected, a refund will be attempted, and if it's successful, there will be a notification through the gateway. If the refund is not successful (for example, too much time has passed since the original charge), the response from the Credit Card gateway will be displayed, and the adjustment will be saved. If any reimbursements or unapplied payments need to be created, this must be handled outside the invoice.