Unity: Order Adjustments (Alberta Council)

From SJA

THIS IS A DRAFT DOCUMENT.

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 References and Related Statements of Policy and Procedure 3 Procedures 3.1 Adjusting an Open Order 3.2 Adjusting a Posted Order Amount 4 Attachments

The Need

There is a need to identify the process for adusting orders. This document will include open and posted orders.

Policy

A posted order must never be adjusted as the adjustment will not integrated from the point of sale system into the financial system. When a posted order requires an adjustment a new order must be created, referencing the registration number, to reflect the adjustment to price increases and decreases.

Open order adjustments may be done the same day the order is created. If the order with an error has been sent to a bill-to-account the account must be contacted and advised of the price change. Send the revised order to the account.

Purpose

The purpose of this Statement of Policy and Procedure is to set out the policy surrounding order adjustments and ensure order adjustments are being processed in accordance to the policy.

Scope

This statement of policy and procedure applies to all Unity users.

Responsibilities

The Training Centre Administration is responsible for ensuring:

• No changes are made on a posted order
• No changes are made to bill-to-accounts once the order has been sent to the account for payment
• Changes are only made the day the order is created along side the Administrative Coordinator

The Finance Department is responsible for ensuring:

• All orders are entered correctly
• Orders are posted by 10:00 a.m. the morning after the orders were created

Definitions

• "Order" is a sales document created to record a sale or return.

For further inquiries contact the Finance Department.

References and Related Statements of Policy and Procedure

• Unity: Creating an Order

Procedures

Adjusting an Open Order

For orders that are created and an adjustment is necessary the same day the order was created or prior to integration by the Administrative Coordinator; an adjustment may be done to correct the order. Prior to adjusting an open sales order review the following conditions:

• The order has not been posted
• Changes are only made the day the order is created
• When an order for a bill-to-account requires an adjustment and the original order has been provided to the customer a revised order must be sent to the customer (in this circumstance contact the Administrative Coordinator to ensure the customer is contacted and advised of the change to the order)
• If a payment has been received by a customer for a product/service and the amount is incorrect. In this case an additional payment line must be added to reflect the change in amount.

In order to make an adjustment to an open order created on the same day query the order in Unity, click on the order number hyperlink, and make the necessary changes. Provide the revised order to the customer.

Adjusting a Posted Order Amount

Once an order has been posted and an adjustment needs to be made to that order, the total class revenue also needs to reflect the change This is possible by using the same Registration Number from the original order and copying it into the new order. Using the original registration number will reflect the price adjustment for the Total Class Revenue. This process is to be used for price adjustments and refunds.

1. In the Registrations view for the student on the Contact screen or in Current Registrations in the Classes screen, copy (Ctrl+C) the registration number for the student that is receiving a price adustment or refund.
2. Click on the Orders screen tab.
   

   

   Order View
3. Click the New button to create a new order.
4. Enter the student's name in the last name field or the name of the account in the account field.
5. In the Price List field, select the same price list that was used on the original class.
6. Click the Order Number Hyperlink in the order number field.
7. In the Line Items view tab click the New button.
   

   

   Line Detail View
8. Add the course using the pick applet in either the Product or Part Number field.
9. In the Registration Number field paste (Ctrl+V) the original registration number. (Note: If the registration number is unknown, click the pick applet in the registration number field and query for the class number the student was orignally registered in by highlighting the student's name.)
10. Make the dollar value adjustment. For a Refund enter -1 in the quantity field. For an increase in price ensure 1 is entered in the quantity field.
11. For bill-to-accounts proceed to the next step. Click on the Payments view tab and enter the refund/payment method. (Note: If the refund is in the form of debit or cash select 'Internal' as the Payment Type.)
12. This process will ensure that the Total Revenue on the original class is adjusted to reflect the correct amount.

Attachments

None