Changing a client invoice adjustment

You can change an invoice adjustment as follows:

From here You can change this

> Manage > Client Invoices

See these instructions:
Changing an adjustment in > Manage > Client Invoices
  • The adjustment amount for a flat adjustment
  • The amount Ajera calculated for a percent-based adjustment
  • The sales tax amount
  • The text that identifies the adjustment and prints on the client invoice

Also use > Manage > Client Invoices to:

  • Enter a flat adjustment amount if you added the adjustment in the Project Command Center and set it up for applying a different amount on each invoice.
  • View the contract amount, prior billed amount, and contract remaining amount.

Project Command Center ( > Manage > Project Command Center)

See these instructions:
Changing an adjustment in the Project Command Center

  • The adjustment amount for a flat adjustment
  • The percent of the adjustment for a percent-based adjustment
  • The maximum amount for a flat or percent-based adjustment
  • The sales tax code and rate
  • The text that identifies the adjustment and prints on all subsequent client invoices in the invoice group
  • The name of the adjustment
  • The status of the adjustment
  • The type of adjustment (flat amount or percent)
  • The general ledger account associated with the adjustment
  • If the adjustment amount is included in billed amounts in project reports and inquiries
  • If you want Ajera to exclude a specific phase when calculating the billed amount for a percent adjustment

Changing an adjustment in > Manage > Client Invoices

  1. From the > Manage menu, click Client Invoices.
  1. Click the invoice you want, and then click Edit.
  2. Click the Invoice Adjustments tab.
Note: If this tab does not appear, then no adjustments were added to the invoice you opened.

On this tab, Ajera displays adjustments from previous draft invoices (flat amount adjustments and percent-based adjustments that exceeded the maximum) as zero adjustments for the current draft invoice. You cannot change these adjustments.

  1. To show or hide the adjustment type, contract amount, prior billed amount, total billed amount, sales tax amount, contract remaining amount, or notes, click (Customize) and make a selection. You can change amounts in the Total Billed Amount and Sales Tax Amount fields.

  2. Change the adjustment amount, as needed.

    If you change a percent-based amount:

    If the adjustment is based on a percent and you change the amount, Ajera displays a message to let you know that it can no longer automatically calculate the amount as the billed amount changes for the project. Ajera displays (m) in the heading of the Adjustment Amount column to indicate that you must now manually change the amounts for all percent-based adjustments listed on this tab.

    Similarly, Ajera no longer updates the percent for the adjustment in the Project Command Center ( > Manage > Project Command Center).

If you decide that you do want Ajera to automatically calculate the percent, right-click the row of the adjustment, and click Auto Adjustments. However, when you select Auto Adjustments, Ajera recalculates the amount for all the invoice adjustments based on a percent, not only the row you select.

Ajera recalculates any sales tax, which you can change.

  1. Change the sales tax amount, as needed.

If you entered the adjustment from the Project Command Center along with a tax rate, and you change the amount here, Ajera cannot calculate the amount on future invoices. However, if you decide you want Ajera to calculate the sales tax amount again, right-click the row of the adjustment and click Recalculate Sales Tax.

  1. To change the text that prints on the invoice to identify the adjustment, change the text in the Notes column. If this column is empty for all the adjustments, Ajera prints Invoice adjustment on the invoice. Otherwise, it prints the text you enter in this field for each adjustment.

Changing an adjustment in the Project Command Center

  1. Open the project (click > Manage > Project Command Center, and click the project in the project list at the top of the window).
  2. Click the adjustment phase that you want to change. Adjustment phases appear in orange in the project tree.
  3. In the Description field (on the Project Info tab > General subtab), change the name of the adjustment, as needed.
  4. Change the status of the adjustment, as needed:
Select this status To do this
Preliminary

Do not include the adjustment on current or future draft invoices.

For example, you already set up the invoice adjustment but do not yet want to start adding it to invoices.

When you make the project active, Ajera also makes the adjustment active.
Active Include the adjustment on current and future draft invoices.
Closed

Do not include the adjustment on the current draft invoice or future draft invoices.

You do not want to delete the adjustment because you still want it to appear on project reports.
  1. Change other information on the General subtab, as needed.
  2. Click the Billing subtab.
  3. Notice that you cannot change the billing type or the activity type.
  4. Change the type of the adjustment, and change the amount or percent, as follows:
For this type of adjustment Do this
A flat amount
  1. In the Adjustment Type field, select Amount.
  2. In the Amount field, enter the amount of the adjustment. Enter the percent without decimals, such as 25 for 25%.

To decrease the invoice amount with this adjustment, enter a negative number.

To enter a different adjustment amount for each draft invoice, leave the amount field blank. You can then enter the amount to the draft invoice on the > Manage > Client Invoices > Invoice Adjustments tab.

A percent of the billed amount for an activity type
  1. In the Adjustment Type field, select Percent.
  2. In the Amount field, enter the percent.

For the current draft invoice and all subsequent invoices, Ajera calculates that percent and enters the resulting amount as the adjustment amount. The adjustment amount appears for the invoice on the > Manage > Client Invoices > Invoice Adjustments tab.

Ajera calculates the amount based on the billed amount for the activity type total, not the total billed amount. For example, if you entered a 10% adjustment for labor, Ajera calculates the adjustment as 10% of the billed amount for the labor associated with the invoice, not 10% of all labor, expense, and consultant amounts.

  1. To change the maximum amount of an adjustment, click the Manage tab. On the row for the adjustment phase, in the Contract field, change the amount.

If you entered a negative amount for the adjustment, be sure to include a negative sign when you enter the amount here.

  1. Click the Project Info tab > Billing subtab.
  1. In the Account field, change the general ledger account where Ajera makes entries for the adjustment.

If you leave this field blank, Ajera uses the account you selected in > Setup > Company > Preferences > Income Statement Accounts tab > Miscellaneous field.

  1. To exclude or include the adjustment amount from the billed amount on project reports and inquiries, select or clear the Exclude from billed for reporting check box, as needed. For example, you may not want a discount to affect amounts in your project reporting, so you select this check box.
  2. Change if you are applying sales tax, and the tax code and tax rate, as needed. The amount of sales tax that Ajera applies to the invoice appears on the > Manage > Client Invoices > Invoice Adjustments tab, where you can then override it by entering a different amount, if needed.
  3. Change information in the fields on the other subtabs, as needed. If you want to change the text that identifies the adjustment and prints on all subsequent invoices in this invoice group, change the text on the Notes subtab. If the subtab is blank, Ajera automatically uses the words Invoice adjustments to identify the adjustment on the invoice.
  4. Click Save.

  5. If you are calculating adjustments based on a percent, you can instruct Ajera to exclude a phase when calculating the percent. If you have more than one adjustment, Ajera excludes the phase from all adjustments of the activity type you select (Labor, Expense, and Consultant).

    To exclude or include the phase from calculations for the percent:

  • Click the phase in the project tree.
  • Click the Project Info tab > Billing subtab.
  • In the Exclude from Adjustments area of the window, select or clear the Labor, Expense, and Consultant check boxes, as applicable. A check box appears only if you set up at least one adjustment with that activity type.
  • Click Save.