The Transaction Adjustments feature allows OPS-COM administrators to modify the financial balance of an existing transaction by adding a charge or applying a partial reimbursement. Its primary purpose is to correct payment discrepancies or issue partial credits without canceling the entire transaction. This guide is intended for OPS-COM administrators responsible for financial processing and user account management.
## Setup and Configuration Making a transaction adjustment is a core administrative function that requires no additional system setup. It is accessed entirely through the individual user's profile within the administrative portal. ## Using this Feature Administrators can initiate an adjustment directly from the transaction record. Adjustments can be made before a transaction is completed or after the payment has been processed. ### Step-by-Step Instructions 1. Verify you are working in the correct user profile by checking the name displayed in the top right-hand corner of the screen. 2. Open the **Transaction Details** screen for the specific item you need to modify. 3. Click the **Adjust** link located on the transaction record to open the adjustment window. 4. Enter your internal organization's **Requisition Code** in the associated field, if applicable. 5. Set the amount sign to positive to charge the user an additional amount, or change the amount sign to a negative to apply a reimbursement. 6. Enter the specific dollar amount of the adjustment. 7. Enter a detailed explanation in the comments field to document the reason for the financial change. 8. Click the **Add Adjustment** button at the bottom of the screen. You will be returned to the **Payment Details** screen, and the new adjustment will be listed below the original transaction. 9. Click the **Not processed** link next to the new entry to open the adjustment verification window. 10. Verify that all adjustment details and amounts are correct. 11. Click the **Process this Adjustment** button at the bottom of the screen to finalize the change.**The adjustment process does not release items back into the system inventory.** If an item (such as a permit or locker) needs to be released and made available for another user to purchase, it must be done separately using the system's refund or release functionality.
### Visual Cues and Status Indicators - **Payment Status:** Once the adjustment is processed, the status line will automatically update from **Not processed** to **Submitted**, accompanied by a date stamp. This indicates the adjustment has successfully altered the dollar amount associated with the item. --- ## Best Practices and Considerations - **Always provide detailed comments when creating an adjustment record.** A clear justification is critical for maintaining an accurate and transparent financial audit trail for future reviews. - **Organizations should establish clear guidelines on when to use an adjustment versus a full refund.** Adjustments are ideal for partial credits, whereas full refunds are necessary when reversing an entire transaction. --- ### Related Video