Creating an Adjustment Against an Invoice
To create an Adjustment against an Invoice, go to the Adjustment page by hovering over Accounting in the BuildOps menu.
Setting Up Adjustment Types
Before making an adjustment, you must set up Adjustment Types:
Navigate to Accounting Settings → Adjustment Types.
Assign “Accounts Receivable” in the GL Account field.
Assign a “Bank Ledger Account” in the GL Offset Account field.
Three Common Types of Adjustments
Write Off
Refund
Over Payment
1. Write Off
Scenario:
You complete a job for Customer A.
An invoice is raised for $1070.
The customer pays $770 and refuses to pay the remaining $300.
The AR Balance shows $300.
To resolve this, create a Write Off adjustment for $300 and apply it to the invoice.
The Write Off adjustment will reduce their AR balance to $0.00.
Export this adjustment to your accounting software.
Intacct Export:
On posting a Write Off Adjustment, an AR Adjustment (Credit Memo type) is created in Intacct.
Fields sent to Intacct:
Adjustment # → adjustmentno
Billing Customer Acct Ref ID → customerid
Date → datecreated (year, month, day)
Adjustment Type Name → description
Line Items:
GL Account → accountno
Description → memo
Item Total Amount (sent as a negative amount to create a credit memo)
Sales Tax info as a line item
Department information (class, location, department, etc.)
2. Refund
Scenario:
You complete a job for Customer A.
An invoice is raised for $1070.
The customer pays $1070.
Two weeks later, they request a $300 refund.
The AR Balance remains $0.
Create a Refund Adjustment for $300 and apply it to the invoice.
The refund adjustment does not change the AR balance.
Export this adjustment to your accounting software.
Intacct Export:
On posting a Refund Adjustment, a one-time AP vendor and bill are created in Intacct.
Steps in Intacct:
Create One-Time AP Vendor:
Customer Name → Vendor Name
Customer Acct Ref ID → Vendor ID
ONETIME = True
Customer Address → Mail Address
Customer Notes → Comments
Create AP Bill:
Adjustment Date → WHENCREATED
Customer Acct Ref ID → Vendor ID
Item Level GL Accounts → Bill Line Item Account
Item Level Price → Bill Line Item Amount
Tax GL and Tax Amount as a separate line
Adjustment # → Bill #
Department Info (class, location, department, etc.)
3. Over Payment
Scenario:
You complete a job for Customer A.
An invoice is raised for $1070.
The customer pays $1100 ($30 over the invoice amount).
The AR Balance shows -$30 (negative balance due to overpayment).
To refund $30, create an Over Payment Adjustment and apply it to the payment.
The adjustment increases the AR balance from -$30 to $0.
Export this adjustment to your accounting software.
Intacct Export:
On posting an Over Payment Adjustment, a debit memo, a one-time vendor, and an AP bill are created in Intacct.
Steps in Intacct:
Create AR Adjustment (Debit Memo Type):
Adjustment # → adjustmentno
Billing Customer Acct Ref ID → customerid
Date → datecreated
Adjustment Type Name → description
GL Account → accountno
Overpayment Amount → Amount (positive for debit memo)
Department Info (class, location, department, etc.)
Create One-Time AP Vendor:
Customer Name → Vendor Name
Customer Acct Ref ID → Vendor ID
ONETIME = True
Customer Address → Mail Address
Customer Notes → Comments
Create AP Bill:
Adjustment Date → WHENCREATED
Customer Acct Ref ID → Vendor ID
GL Account → Bill Line Item Account
Overpayment Amount → Amount
Adjustment # → Bill #
Department Info (class, location, department, etc.)
Due Date → One day after adjustment creation date