Adjustments

Making

The Transaction Adjustments feature allows OPS-COM administrators to modify the financial balance of an Adjustmentexisting astransaction 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 Adminadjustment 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. 1.Verify Noteyou thatare working in the correct user profile by checking the name displayed in the top right-hand corner will always identify the name of the user file that is being worked in.screen.

   

2. 2. For this example, when finished going through the payment process, onOpen the Transaction Details screen,screen selectfor the specific item you need to modify.

3. Click the Adjust link.
   (Notelink located on the processtransaction isrecord theto same if you selectopen the adjustment link before a transaction is completed.)window.

   
   

4. This will bring up the Create Adjustment Record pop-up screen. Enter in theyour internal organizationorganization's Requisition Code, changein the associated field, if applicable.

5. Set the amount sign to positive ifto you are chargingcharge the user morean additional amount, or change the amount sign to a negative ifto youapply area reimbursingreimbursement.

6. Enter the user, enter thespecific dollar amount of the adjustment,adjustment.

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7. Enter a detailed explanation in the comments field to be associated withdocument the adjustmentreason andfor selectthe financial change.

8. Click the Add Adjustment button at the bottom of the screen. ThisYou will bringbe you backreturned to the Payment Details screenscreen, withand the new adjustment will be listed below the original transaction. Note, at this point, the adjustment is not processed.

   

9. 3.  SelectClick the Not processed link.link Thisnext will bring upto the Adjustmentnew Informationentry pop-upto screen where you verifyopen the adjustment verification window.

10. Verify that all adjustment details and amounts are correct.

    

11. 4. If the adjustment details are correct, selectClick the Process this Adjustment button at the bottom of the screen.screen Youto will noticefinalize 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 StatusStatus: Once the adjustment is processed, the status line will changeautomatically update from Not Processedprocessed to Submitted, andaccompanied theby date.a date stamp. This completesindicates the adjustment process,has alteringsuccessfully altered the dollar amount associated with the item.

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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 releasedideal backfor intopartial thecredits, inventorywhereas systemfull usingrefunds theare adjustmentnecessary process.when Ifreversing an itementire needs to be released back into the inventory, this will need to be done separately.transaction.

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