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Batch Process Multiple Adjustments

Quick Start

📊 Need to process multiple adjustments? Use batch processing for efficient bulk adjustment entry with validation and tracking.

  1. Create/select adjustment batch → 2. Enter batch processing mode → 3. Search accounts → 4. Enter adjustments → 5. Save & continue

What you'll accomplish: Efficiently process multiple financial adjustments across different member accounts using batch entry with built-in validation and total tracking in about 15 minutes.

🚀 Quickstart​

  1. Navigate to Batches tab and create/select adjustment batch
  2. Set transaction type to "Adjustment" with batch date and expected total
  3. Enter batch processing mode for adjustment entry
  4. Search accounts and enter adjustment details
  5. Save adjustments individually or in bulk with validation

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have the Financials permission set
  • Multiple adjustments need to be processed
  • You have all adjustment details (amounts, reasons, dates)
  • Member accounts exist and are accessible
  • You understand adjustment types and reasons

💡 Understanding Batch Adjustment Processing​

When to Use Batch Adjustments:

  • Multiple accounts need similar adjustments
  • Scholarship processing for multiple members
  • Write-off activities across accounts
  • Financial corrections affecting many members

Batch Processing Benefits:

  • Efficiency - Process multiple adjustments quickly
  • Validation - Total checking against expected amounts
  • Consistency - Standardized adjustment entry
  • Tracking - Grouped adjustments for reporting and export

Adjustment Types in Batches:

  • General - Miscellaneous credits or debits
  • Scholarship - Educational or financial aid adjustments
  • Write-Off - Uncollectible balance removal

📘 Detailed Instructions​

Step 1: Create or Select Adjustment Batch​

Create New Batch:

  1. Navigate to the Batches tab from App Launcher
  2. Click "New" to create a new batch record
  3. Configure batch settings:
📝 Batch Configuration Fields
FieldRequiredDescriptionExample
Transaction Type✅Set to "Adjustment"Adjustment
Batch Date✅Date for all adjustments in batch2025-01-27
Expected Batch Amount❌Total expected for validation1500.00
Description❌Purpose of adjustment batchSpring 2025 Scholarships
Deposit ID✅Unique identifier for the batchADJ-012725-001

Batch Naming Tips:

  • Include date and purpose: "Scholarships-Jan2025"
  • Use consistent naming: "Writeoffs-Q1-2025"
  • Reference source: "ErrorCorrections-AuditFindings"
  1. Save the batch record

Use Existing Batch:

  1. Select a batch already configured for adjustments
  2. Verify batch settings are appropriate for new adjustments

Step 2: Enter Batch Processing Mode​

  1. Open your adjustment batch record
  2. Click the "Batch Processing" sub-tab
  3. Wait for processing interface to load
Batch Processing Access

If the Batch Processing tab isn't visible, verify you have the Financials permission set and the batch Transaction Type is set to "Adjustment".

Step 3: Search and Select Accounts​

  1. Type household or account name in search box
  2. Select account from dropdown results
  3. Verify correct account is selected before proceeding

Step 4: Enter Adjustment Details​

💰 Adjustment Fields Reference
FieldRequiredDescriptionOptions/Example
Date of Action✅Adjustment date (defaults to Batch Date)2025-01-27
Adjustment Type✅Category of adjustmentGeneral, Scholarship, Write-Off
Reason✅Specific reason for adjustmentScholarship Award, Bad Debt, Error Correction
Amount✅Adjustment amount (positive reduces balance)500.00
Description❌Additional notes about adjustmentSpring semester scholarship

Adjustment Type Guidelines:

  • General: Miscellaneous credits/debits not covered by other types
  • Scholarship: Specifically for scholarship or financial aid awards
  • Write-Off: For removing uncollectible balances

Complete Adjustment Fields:

  1. Date of Action - Defaults to batch date, adjust if needed
  2. Adjustment Type - Select appropriate category
  3. Reason - Choose specific reason for the adjustment
  4. Amount - Enter adjustment amount
  5. Description - Add optional notes for clarity

Step 5: Save and Continue Processing​

Saving Options:

  1. Save & Continue - Saves current adjustment and clears form for next account
  2. Save & Exit - Saves adjustment and returns to batch details page

Batch Processing Workflow:

  1. Process each account systematically
  2. Use consistent adjustment reasons and types
  3. Verify amounts before saving each entry
  4. Monitor batch totals as you progress

✅ How to Know It Worked​

Success Indicators:

  • ✅ Adjustment records created for each processed account
  • ✅ Batch totals update with each saved adjustment
  • ✅ Invoice balances reflect adjustment impacts
  • ✅ Batch validation passes (if expected total is set)

Verification Steps:

  • Check batch statistics for total adjustments processed
  • Review individual accounts for adjustment records
  • Verify invoice impacts where adjustments were applied
  • Test batch export if needed for financial system integration

🆘 Troubleshooting​

❌ Batch Processing Tab Not Visible

Problem: Cannot find Batch Processing tab on batch record

Solutions:

  • ✅ Check permissions - ensure you have Financials permission set
  • ✅ Verify transaction type - batch must be set to "Adjustment"
  • ✅ Review page layout - tab may need to be added to layout
  • ✅ Contact administrator - may need permission configuration
❌ Account Search Not Working

Problem: Cannot find accounts in search dropdown

Solutions:

  • ✅ Check spelling - verify correct account name
  • ✅ Try partial names - search may require partial matching
  • ✅ Verify account status - inactive accounts may not appear
  • ✅ Check permissions - ensure you can view target accounts
❌ Adjustment Not Saving

Problem: Error occurs when saving adjustment

Solutions:

  • ✅ Complete required fields - Date, Type, Reason, and Amount must be filled
  • ✅ Check amount format - ensure proper decimal formatting
  • ✅ Verify account selection - must have valid account selected
  • ✅ Review validation rules - may prevent certain adjustment combinations
❌ Batch Total Mismatch

Problem: Batch totals don't match expected amount

Solutions:

  • ✅ Review all entries - check each adjustment amount for accuracy
  • ✅ Recalculate expected total - verify original calculation
  • ✅ Check for missing entries - ensure all intended adjustments are included
  • ✅ Adjust expected amount - if original estimate was incorrect

💡 Best Practices​

Batch Adjustment Best Practices
  • 📋 Plan Ahead - Prepare list of accounts and amounts before starting
  • 🏷️ Consistent Naming - Use standardized reasons and descriptions
  • 💰 Validate Totals - Set expected amounts for error checking
  • 📊 Regular Exports - Export batches promptly for accounting integration
  • 📝 Document Purpose - Clear batch descriptions for audit purposes
  • 🔍 Quality Control - Review sample entries before processing large batches

Batch Organization:

  • Group similar adjustments (scholarships, write-offs, corrections)
  • Use consistent dates within each batch
  • Separate fiscal periods into different batches
  • Include batch purpose in description field

Quality Assurance:

  • Double-check amounts before saving each entry
  • Verify account selection for each adjustment
  • Test with small batches before large processing runs
  • Review batch totals regularly during processing

Workflow Integration:

  • Coordinate with approvals - get authorization before processing
  • Plan export timing - align with accounting system schedules
  • Communicate impacts - inform relevant staff of batch adjustments
  • Monitor results - follow up on adjustment applications

🔗 Related Actions​