Important Note
BuildOps does not currently support exporting adjustments on invoices that are tied to a Service Agreement or a Job.
Adjustment Types
BuildOps supports three primary adjustment types:
Write-Off
Refund
Overpayment
Write-Off
Use a Write-Off when a customer does not pay the full invoice amount and you need to clear the remaining balance from accounts receivable. A Write-Off reduces the invoice balance and brings the customer’s AR balance back to $0.00 when applied correctly. Write-Offs are used for invoices with a remaining positive balance.
Example:
You complete work for a customer.
You create an invoice for $1,070.
The customer pays $770 and will not pay the remaining $300.
The customer’s AR balance shows $300.
Create a Write-Off adjustment for $300 and apply it to the invoice.
Refund
Use a Refund when a customer has already paid an invoice and you need to return part of that payment. A Refund adjustment is applied to the invoice, but it does not change the AR balance in the same way a Write-Off does.
Example:
You complete work for a customer.
You create an invoice for $1,070.
The customer pays the full $1,070.
Later, the customer is owed a $300 refund.
Create a Refund adjustment for $300 and apply it to the invoice.
Overpayment
Use an Overpayment adjustment when a customer pays more than the invoiced amount and the excess needs to be refunded. Overpayment adjustments are applied to the payment, not to the invoice.
Example:
You complete work for a customer.
You create an invoice for $1,070.
The customer pays $1,100.
The customer’s AR balance shows -$30.00.
Create an Overpayment adjustment for $30 and apply it to the payment.
Before You Create an Adjustment
Before creating adjustments, confirm that your Adjustment Types are set up correctly in Accounting Settings. Your accounting team should verify the correct GL mappings for each adjustment type. For Sage Intacct, the documented setup uses Accounts Receivable as the GL Account and a Bank Ledger Account as the GL Offset Account.
Best Practices
Confirm you are using the correct adjustment type before saving.
Do not finalize an adjustment too early if it still needs to be applied.
If an adjustment is already closed and cannot be edited or applied, the Accounting Integration team may need to reopen it.
If an invoice does not appear when applying an adjustment, confirm the Billing Customer and Property fields are completed correctly.
Overpayment adjustments are for excess payments and are applied to payments, not invoices.
Integration Notes
QuickBooks Desktop
For QuickBooks Desktop, adjustments exported from BuildOps may appear as credit memos or journal entries depending on your integration setup. If an adjustment exports as a credit memo, it may still need to be applied to the invoice in QuickBooks Desktop.
Sage Intacct
For Sage Intacct:
Write-Off adjustments post as AR Adjustments using a credit memo type.
Refund adjustments create a one-time AP vendor and AP bill.
Overpayment adjustments create a debit memo, a one-time AP vendor, and an AP bill.
Troubleshooting
The invoice does not appear when applying an adjustment
Check the following:
The correct Billing Customer is selected.
The correct Property is selected, if required.
The adjustment type is correct.
If you created an Overpayment adjustment, note that invoice selection is not available for that type.
The adjustment is closed and cannot be applied
If an adjustment is already in Closed status, it may need to be reopened by the Accounting Integration team before it can be applied.
A refund is needed on a fully paid invoice
If the invoice has already been paid in full, issue the refund without unapplying the payment. Then adjust the invoice as needed and use an overpayment adjustment only if a remaining balance needs to be cleared.