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Create Financial Adjustments

Quick Start

💰 Need to adjust an invoice? Follow these 4 steps to apply adjustments, scholarships, or write-offs.

  1. Find member account → 2. Click "New Adjustment" → 3. Set type and amount → 4. Allocate and confirm

What you'll accomplish: Apply financial adjustments to member invoices to account for scholarships, write-offs, or other modifications in about 5 minutes.

🚀 Quickstart​

  1. Navigate to the member's Account page
  2. Click "New Adjustment" under "Campus Stack Tools"
  3. Select adjustment type (General, Scholarship, Write-Off)
  4. Enter amounts for each invoice and confirm

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Member account has invoices that need adjustment
  • You have permission to create adjustments
  • Invoices are not locked by active payment plans
  • You understand the reason for the adjustment
  • Appropriate adjustment batch is available

📘 Detailed Instructions​

Step 1: Navigate to Member Account​

  1. Search for the member using the global search bar
  2. Open their account record
  3. Locate the "Campus Stack Tools" section

Step 2: Start Adjustment Process​

  1. Click the New Adjustment button
  2. Wait for the adjustment wizard to load

Step 3: Configure Adjustment Details​

🔧 Adjustment Fields Reference
FieldRequiredDescriptionOptions/Example
Date of Action✅Adjustment date (defaults to today)2025-01-27
Adjustment Type✅Category of adjustmentGeneral, Scholarship, Write-Off
Reason✅Specific reason for adjustmentFinancial hardship, Payment error, etc.
Description❌Internal notes about adjustmentBoard-approved scholarship
Batch✅Accounting batch for adjustmentJanuary 2025 Adjustments

Adjustment Type Options:

  • General - Standard adjustments for billing errors or corrections
  • Scholarship - Financial aid or assistance provided to members
  • Write-Off - Bad debt or uncollectable amounts

Key Points:

  • ✅ Positive amounts reduce the invoice balance (most common)
  • ⚠️ Negative amounts increase the invoice balance (rare cases)
  • 📝 Description field helps with audit trails and record keeping

Step 4: Allocate Adjustment Amounts​

  1. Review available invoices displayed
  2. Enter amounts for each invoice you want to adjust
  3. Verify the total adjustment amount is correct
  4. Click Next when allocation is complete
Important Notes
  • Only invoices without active payment plans will be shown
  • Adjustment amounts can be partial (you don't need to adjust the full invoice)
  • Double-check calculations before proceeding

Step 5: Review and Confirm​

  1. Review the adjustment summary
  2. Verify all amounts and invoice allocations are correct
  3. Click Confirm to create the adjustment in the system

✅ How to Know It Worked​

Success Indicators:

  • ✅ Adjustment record appears in member's account
  • ✅ Invoice balances are reduced by adjustment amounts
  • ✅ Adjustment shows in financial reports and batch totals
  • ✅ Account's outstanding balance reflects the changes

Next Steps:

  • Review adjustment records in member's account
  • Check that invoice statuses updated correctly
  • Run financial reports to verify batch totals
  • Document reasons for larger adjustments

🆘 Troubleshooting​

❌ No Invoices Available for Adjustment

Problem: Adjustment screen shows no invoices to adjust

Solutions:

  • ✅ Verify account has invoices (not just opportunities)
  • ✅ Check that invoices don't have active payment plans
  • ✅ Confirm invoices are in approved status (not draft)
  • ✅ Ensure you have permission to view the account's invoices
❌ Cannot Find New Adjustment Button

Problem: "New Adjustment" button not visible

Solutions:

  • ✅ Verify you're on the correct Account record (not Contact)
  • ✅ Check that you have adjustment creation permissions
  • ✅ Ensure Campus Stack Tools section is visible on page layout
  • ✅ Try refreshing the page or switching to Lightning Experience
❌ Adjustment Amounts Not Calculating Correctly

Problem: Total amounts don't match expectations

Solutions:

  • ✅ Double-check entered amounts for each invoice
  • ✅ Remember positive amounts reduce invoice balances
  • ✅ Verify invoice currency matches organization settings
  • ✅ Check for existing adjustments on the same invoices
❌ Batch Selection Issues

Problem: Cannot find or select appropriate batch

Solutions:

  • ✅ Create a new batch if none exist for current period
  • ✅ Check batch permissions and access rights
  • ✅ Verify batch is open (not closed for accounting period)
  • ✅ Ask admin about organization's batch naming conventions

💡 Best Practices​

Adjustment Best Practices
  • 📝 Document Everything - Always include clear descriptions for audit trails
  • 🔍 Review Before Confirming - Double-check amounts and allocations
  • 📊 Regular Batch Management - Close adjustment batches regularly for clean accounting
  • 👥 Get Approval - Follow organizational approval processes for large adjustments
  • 📈 Track Patterns - Monitor adjustment trends to identify systemic issues

When to Use Each Type:

  • General: Billing errors, duplicate charges, rate corrections
  • Scholarship: Board-approved financial aid, hardship assistance
  • Write-Off: Uncollectable debt, account closures, bad debt

🔗 Related Actions​