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Unofficial Accounts

Topics Discussed Below

Adjustments

Applying a Credit or Debit

Viewing Adjustment History

Adjustments

You handle refunds and adjustments the same way within cairs.net. You can enter a credit (refund) to the account allowing the positive balance to apply to the next generated bill. Alternatively, you debit (adjust) the account to apply a balance added to the next generated bill.

 

 

Applying a Credit or Debit

Please remember that when applying a refund to an account, the credit amount does not apply until you generate the next bill cycle.

  

1.    Click the Accounting menu.

2.    Within the Navigation pane, click Accounts and then Unofficial Accounts.

3.    Before the Account list populates, you must either:

·         Within the search box, type the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.    The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Account window opens, and defaults to show the Billing Account information.

5.    Within the Billing Tools ribbon group, click the Adjustments button. Within the solid blue line below the ribbon, click the circle next to either:

·         Credit (Refund) – apply funds to an account.

·         Debit (Adjustment) – add charges to the balance statement.

6.    Within the top pane complete the following information (required fields are marked with an asterisk (*)):

·         Adjustment Amount* – type the adjustment amount. When you enter in the amount, type the total amount with a decimal point. If you fail to enter in the decimal point cairs.net adds one in the appropriate location, for example if you type $100, cairs.net converts that to $1.00 instead of $100.00.

·         Adjustment Date* – this field auto-populates with the current date. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Type of Service Name – click the drop-down arrow to access a list, from the list select the Type of Service

·         Site – click the drop-down arrow to access a list and from the list, select the site. The site drop-down list displays the bottom-most site first. After the ~~ is the complete path to the site. Each site level is separated by a >.

·         Organization – click the drop-down arrow to access a list from the list, select the name of the organization. The organization drop-down list displays the bottom-most organization first. After the ~~ the complete path to the selected organization appears. Each level of the organizational tree is separated by a >. Once you select an organization, the complete path populates within the field.

·         Note – type any necessary information regarding why you are adjusting the account.

7.    Directly below the top pane, on the right-hand side of the screen, click the Apply Adjustment button.

8.    The information moves from the top pane to the Pending Adjustments pane.

9.    When you generate the next bill, the refund or adjustment applies to the account.

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Viewing Adjustment History

In order for a credit or debit to apply to an account, you must generate the bill for the next bill cycle. After generating the bill, there are two ways to view the applied adjustments.

First, within the Billing Tools ribbon group, click the Refunds and Adjustments button. Any adjustments made to the account appear in the Adjustment History pane. Cairs.net designates a credit with the amount encased in parenthesis while a debit does not have parenthesis.

Second, on the Billing Account screen (Show ribbon groupBilling Account button), select a bill period from the drop-down box in the middle of the screen. The bill summary displays on the lower half of the screen. Click the Adjustments tab to view the credits and debits applied to the account. 

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